Lifecycle of a payable in Spendesk

Typically a Payable is created in Spendesk following one of two events: a card transaction or approval of a spend request. Once a payable is created, it is in created state (known as bookkeepingStatus) and it needs to be "prepared" by an accountant. The accountant then enriches the payable with accounting information (G/L accounts, cost center, analytical fields etc) and marks it as "ready". The payable is now in prepared state and can be exported to accounting software. Once a Payable is successfully exported to accounting, its state changes to exported. Sometimes accounting exports fail, in which case the payable state is failedToExport. The accountant then has a choice to either send the payable back to Prepare (unprepared) or manually create corresponding records in their accounting software and mark the payable as exportedManually.

As you can see, payables in Spendesk come into existence only after spend requests are approved; they reach the end of their life-cycle once they are exported to accounting software. For example, it means that invoices and expense claims that have been submitted by employees but haven't yet been approved do not have a payable created.

Currently Spendesk supports these types of payables:

TypeDescription
expenseClaimAn expense claim submitted and approved
invoicePurchaseAn invoice to pay submitted and approved
creditNoteA credit note submitted and approved
singlePurchaseCardA purchase made with a single-use virtual card
subscriptionCardA purchase made with a subscription virtual card
physicalCardA purchase made with a physical card
mileageAllowanceA mileage expense submitted and approved
perDiemAllowanceA per diem expense submitted and approved
reverseBillA refund or a late return (aka cash return)