How do I edit a locked Expense?

Wondering why the Edit button on an Expense is grayed out? This article explains how to edit an Expense if it is locked.

For reference, below are the types of Expenses that are locked from editing in Avaza:

  • Expenses in “Approved” or “Automatically Approved” status (where “Lock Approved Expenses” is enabled for the account)
  • Expenses in “Reimbursed” or “Processing Reimbursement” status
  • Expenses in “Invoiced” status

As long as an Expense has one or more of the above mentioned statuses, it will be locked from editing. Let’s look at how you can unlock each type of Expense.

“Approved” or “Automatically Approved” Expenses

If you use Avaza’s Expense Approvals feature, you may have opted to lock approved Expenses from being edited. To edit an Expense that is approved and locked, you will first need to reject it.

Simply open the expense and click on “Reject”. The “Reject” button is only visible to users with the Administrator or Expense Approver role.

Figure: Rejecting an Approved & Locked Expense

You can also reject such Expenses in bulk by heading over to Approvals > Complete, selecting the desired Expenses and clicking “Reject Selected”.

Figure: Reject Expenses in Bulk

Once an Expense is rejected, you can edit it and resubmit it for approval.

“Reimbursed” or “Processing Reimbursement” Expenses

“Reimbursed” and “Processing Reimbursement” imply that the Expense has been added to a Reimbursement . Expenses that have been added to a Reimbursement cannot be edited unless you delete the Reimbursement.

“Invoiced” Expenses

“Invoiced” means that the Expense has been added to an Invoice for billing the client. Expenses that are invoiced cannot be edited unless you remove them from the Invoice they were added to.


Still have questions? Feel free to contact our support team via chat or by emailing

Updated on January 21, 2023

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