This task is one section of Odoo accounting: nine everyday tasks, step by step, with 8 related tasks on one page.
1. Create the expense
Open Expenses and create one expense for an employee, with an amount and a receipt. Submit it. A draft that was never submitted is not waiting for a manager.
2. Approve it as the manager
Open the submitted expense and approve it. The employee should no longer see it as something to submit.
3. Pay it separately
Post or reimburse it through the expense settlement your app shows. Record the payment when money moves. Approving the screen does not send money.
4. Refuse a duplicate
If the same receipt was already paid, refuse this expense with a reason. Do not approve it to be tidy.
5. Frequently asked questions
Does approve mean the employee was paid?
No. Look for the payment or the posted entry before you tell them it is settled.
What if Expenses is missing?
Install the Expenses app. The petty-cash process still applies if you are not using that app yet.
Can I approve my own expense?
Only if your rights allow it. Prefer a second person when the amount matters.
6. Related articles and next steps
Odoo documents logging, approval, posting, and reimbursement in the Odoo 19 expenses page. Approving a line does not move the money.
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