APIs - Expense - Enkash Developer Portal

Each expense in the EnKash system moves through well-defined statuses from creation to closure.
Allowed actions and visibility depend on the user role interacting with the expense.

Supported Roles

Employee – Creates and submits expenses

Finance Admin – Settles expenses and performs recovery

Company Admin – Views and reports on expenses

Key Principle
Expense status changes are strictly role-controlled and state-driven.

Expense States

Category	States
Initial / Editable	CREATED, DRAFTED, AUTO_CREATED
Approval Flow	SUBMITTED, UPDATED_AND_SUBMITTED, ON_HOLD
Decision States	APPROVED, REJECTED
Closure (Terminal)	SETTLED, RECOVERED, WITHDRAWN

Expense State Transitions

From State	To State	Allowed Role	Trigger / Notes
`CREATED`	`DRAFTED`	Employee	Expense saved as draft
`DRAFTED`	`SUBMITTED`	Employee	Expense submitted (single or dossier)
`AUTO_CREATED`	`SUBMITTED`	Employee	Auto-created expense submitted
`SUBMITTED`	`UPDATED_AND_SUBMITTED`	Employee	Employee edits and resubmits
`SUBMITTED`	`APPROVED`	Manager / Finance Approver	Approval completed
`UPDATED_AND_SUBMITTED`	`APPROVED`	Manager / Finance Approver	Approval completed after update
`SUBMITTED`	`REJECTED`	Manager / Finance Approver	Rejected at any approval level
`UPDATED_AND_SUBMITTED`	`REJECTED`	Manager / Finance Approver	Rejected after resubmission
`SUBMITTED`	`ON_HOLD`	Manager / Finance Approver	Put on hold for clarification
`UPDATED_AND_SUBMITTED`	`ON_HOLD`	Manager / Finance Approver	Same as submitted
`APPROVED`	`SETTLED`	Finance Admin	Finance settles approved expense
`REJECTED`	`RECOVERED`	Finance Admin	Only for UPI / CARD
`SUBMITTED`	`WITHDRAWN`	Employee	Withdraw before approval
`UPDATED_AND_SUBMITTED`	`WITHDRAWN`	Employee	Withdraw resubmitted expense
`APPROVED`	`WITHDRAWN`	Employee	Withdraw before settlement
`REJECTED`	`WITHDRAWN`	Employee	Withdraw before recovery
`ON_HOLD`	`WITHDRAWN`	Employee	Withdraw on-hold expense

Role-Based Responsibility Model

Employee Responsibilities

Employees initiate and manage expenses until closure.

Employees can:

Create and edit expenses

Submit or resubmit expenses

Withdraw expenses before final settlement

Employees cannot:

Approve, reject, hold, settle, or recover expenses

Finance Approver Responsibilities

Approvers decide the outcome of submitted expenses.

Approvers can:

Approve expenses

Reject expenses

Put expenses on hold

Approvers cannot:

Edit expenses

Settle or recover expenses

Manager / Finance Admin Responsibilities

Finance Admins financially close expenses.

Finance Admins can:

Settle APPROVED expenses (all payment modes)

Recover REJECTED expenses for:

UPI

CARD

Finance Admins cannot:

Modify expense data

Recover reimbursements

Terminal States (End of Lifecycle)

These states close the expense permanently.

State	Meaning
SETTLED	Approved expense fully paid and closed
RECOVERED	Rejected UPI / Card expense financially recovered
WITHDRAWN	Expense withdrawn by employee

Terminal State Rules

No transitions are allowed out of terminal states

Withdrawn expenses are hidden from all admin and finance reports

Transition Rules & Guardrails

Allowed

REJECTED → RECOVERED only for UPI/CARD
APPROVED → SETTLED by Finance Admin only

Disallowed

SETTLED → any state
RECOVERED → any state
WITHDRAWN → any state
REJECTED → SETTLED
APPROVED → RECOVERED
Company Admin triggering any state change

EnKash Expense Status Lifecycle

Supported Roles#

Expense States#

Expense State Transitions#

Role-Based Responsibility Model#

Terminal States (End of Lifecycle)#

Transition Rules & Guardrails#

Allowed#

Disallowed#

Supported Roles

Expense States

Expense State Transitions

Role-Based Responsibility Model

Terminal States (End of Lifecycle)

Transition Rules & Guardrails

Allowed

Disallowed