The review workflow
Statuses, the Reviewer role, missing documents, and duplicate suspicion.
The status path
A transaction moves through a fixed set of statuses:
- Draft — still being entered, not yet ready for anyone else to look at.
- Ready for Review — the person entering it considers it complete.
- In Review — a Reviewer is actively looking at it.
- Needs Information — sent back with something to fix or clarify.
- Approved or Rejected — the end of the line.
Who can approve what
The person who entered or materially edited a transaction can never approve it themselves — this is enforced on the server, not just hidden in the interface. A separate Reviewer role moves transactions to Approved or Rejected, or sends them back to Needs Information with a note about what's missing.
Missing-document states
A standalone transaction, or one where the linked receipt couldn't be read, is flagged as missing its supporting document rather than treated the same as a fully documented one. This surfaces on the Missing Documents report so nothing quietly slips through without a source document behind it.
Duplicate suspicion
Verluma Entry flags a transaction as a suspected duplicate when its vendor, amount, and date closely match another entry already on file — a common result of the same receipt being photographed twice, or an expense entered once from the receipt and again from a bank statement. A flagged transaction isn't deleted automatically; it's surfaced for a person to confirm whether it's a real duplicate or a coincidence.
The audit trail
Every status change is recorded permanently — who changed it, when, and what it changed to. There's no edit or delete path for an audit entry, for any role, so “who approved this, and when” is always answerable.