Processing expenses submitted to you
Parents and coaches can submit what they paid out of pocket. Here's how to file and pay them.
When a parent or coach submits an expense, it lands in a queue rather than on the books. You decide which expense group it belongs to.
You'll see an amber banner on the Expenses page and a count on the Expenses menu item. Both link to Pending expenses.
Filing them
- Choose an expense group for the row — or use “+ Create new group…” if the event isn't set up yet.
- Press Approve. Tick several and use the bulk bar when one person has sent a batch.
| Submitted by | Date | Description | Amount | Assign to group | |
|---|---|---|---|---|---|
Rowan Clark Parent | Aug 8, 2026 | Team snacks, Surf Cup | $84.20 | Surf Cup | ApproveDecline |
Dana Whitfield Coach | Aug 9, 2026 | Referee fees | $338.00 | Surf Cup | ApproveDecline |
Approving doesn't pay anybody. It files the expense into the group and marks it owed to whoever sent it. The money moves when you record the payment on the expense page.
Paying them back
Open the group, find the line item, and record the payment as you would any other expense. That posts the ledger entry and flips the expense on the submitter's page to Reimbursed.
Declining
Give a reason — the submitter sees it. A receipt that silently disappears becomes a text message to you.
The daily email
If something new arrives, you get one email a day summarizing the queue. Nothing new, no email.