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My Expenses

See every expense you have submitted, search and filter the list, and open, duplicate or delete an expense.

LimitedChecked against the product 06 Oct 2026

Goal

Find any expense you have created, see where it stands, and open, copy or delete it.

Before you begin

Before you begin

  1. Your role holds the My Expenses permission Without it the list stays empty.
  2. Expense categories and a policy are set up

Steps

  1. Open the list

    In the menu choose Expense, then Operations, then My Expenses. The list shows only expenses you submitted.

    Screenshot pending

    My Expenses list with several expenses in different statuses and the New Expense button at the top right

    1. 1Start a new expense.
    2. 2Search box.
    3. 3More filters.

  2. Search or filter

    Type in the search box, or choose More filters (see below). Choose Reset all to clear the filters.

  3. Start a new expense

    Choose New Expense. The form is described in New Expense.

  4. Open an expense

    Open the row menu at the end of the row and choose Edit. The form opens. Expenses that are waiting for approval, approved or paid open read-only.

  5. Copy an expense

    In the row menu choose Duplicate. Winlium creates a new draft titled "Copy of" followed by the original title, shows Duplicated as and the new number, and opens it.

  6. Delete a draft

    In the row menu choose Delete. There is no confirmation question: the draft is deleted straight away.

Field reference

Columns

FieldTypeRequiredDetails
Expense NoTextNo
Shows a dash until a number exists. Sortable.
TitleTextNo
Long titles are cut short. Sortable.
TypeTextNo
ClaimAdvance ClearanceCorporate CardPetty Cash
Sortable.
DateDateNo
The day the expense was created. Sortable. The sort menu calls it Created At.
AmountNumberNo
Total submitted, tax included, with the currency code. Sortable.
Approved AmountNumberNo
Shows a dash until the expense is approved.
StatusBadgeNo
See Statuses below. Sortable.

The last column, Submitted Date, shows the date the expense last changed, not the date you submitted it, so it moves when the expense is approved or paid.

Search, filters and paging

FieldTypeRequiredDetails
SearchSearch boxNo
Finds expenses whose title, expense number or description contains your text, although the box only mentions the title.
More filtersButtonNo
Opens a drawer with three filters: Title (text), Status and Type. Choose Reset all in the toolbar to clear them.
StatusDropdownNo
DraftSubmittedAwaiting ApprovalApprovedPartially ApprovedRejectedPayment PendingPaidCancelledRecalled
Submitted, Partially Approved, Payment Pending and Cancelled are offered but Winlium never gives an expense these statuses, so they find nothing.
TypeDropdownNo
ClaimAdvance ClearanceCorporate CardPetty Cash
Rows per pageDropdownNo
Default: 80
The footer also shows Page X of Y. An empty list shows No results.

The status and type chips above the table are not shown. Use More filters instead.

Row actions

FieldTypeRequiredDetails
EditMenu itemNo
Opens the expense. Offered on every row, whatever its status.
DuplicateMenu itemNo
Copies title, type, description, branch, department, currency, FX rate, notes and all lines. Does not copy the advance or petty cash fund link.
DeleteMenu itemNo
Drafts only. On any other status you see: Only Draft expenses can be deleted.

Statuses and what happens next

Statuses
StatusWhat it means
DraftBeing written. You can edit, submit or delete it. A recalled expense also returns here.
Awaiting ApprovalSent to the approvers. Locked until approved, rejected or recalled.
ApprovedA Claim that is approved and posted. Waiting for Finance to pay it.
RejectedAn approver turned it down. You can edit it and submit again.
PaidShown when the expense is finished. For an Advance Clearance, Corporate Card or Petty Cash expense this appears at approval, although nothing is paid to you.
  • DraftAwaiting Approvalwhen Submit for Approval (The person who created it)
  • Awaiting ApprovalDraftwhen Recall (The submitter)
  • Awaiting ApprovalRejectedwhen Reject in the approvals inbox (An approver)
  • Awaiting ApprovalApprovedwhen Approve in the approvals inbox (The last approver)

You may see these labels in lists or filters, but Winlium never sets them: Submitted, Payment Pending, Partially Approved, Cancelled, Recalled.

The full flow is in New Expense and Approvals.

Ledger impact

Ledger impact: Listing, opening, duplicating or deleting a draft

Does not post to the ledger.

None of these actions writes to the ledger. A draft has no accounting effect, so deleting one needs no reversal. Posting happens later, when an expense is approved. See New Expense.

Approvals

This screen only shows status. Approvers act in their approvals inbox. See Workflows and approvals.

Reverse or void

Only a draft can be deleted, and the delete cannot be undone. An approved expense cannot be deleted from here.

Who can do this

You need the permission to read your own expenses (expense:expenses-my-expenses:read). Duplicate needs expense:expenses:create, Delete needs expense:expenses:delete and Edit needs expense:expenses:read. See Roles and permissions.

Employee

Nigerian notes

If something goes wrong

Only Draft expenses can be deleted

Appears: Toast after choosing Delete

Why it happens
The expense is not a draft.
How to fix it
Recall it first if it is awaiting approval, then delete it. Approved or paid expenses cannot be deleted.

Failed to duplicate expense

Appears: Toast after choosing Duplicate

Why it happens
The server refused the copy.
How to fix it
Read the message in the toast. Try again, or create a new expense.

Advance Clearance expenses must link to an advance request

Appears: Saving a duplicated Advance Clearance

Why it happens
Duplicate does not copy the advance link.
How to fix it
Open the copy, pick the advance in Link to Advance and save.

Petty Cash claims must select which fund they are drawn from

Appears: Saving a duplicated Petty Cash expense

Why it happens
Duplicate does not copy the fund.
How to fix it
Open the copy and pick the fund in Petty Cash Fund.

More in Troubleshooting.