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openapi: 3.2.0
info:
version: 1.0.0
title: Kantata OX API Documentation Expenses API
description: Kantata OX's API provides access to the majority of Kantata OX's data model.
termsOfService: https://www.kantata.com/terms-of-use
contact:
name: Kantata OX Support
url: https://knowledge.kantata.com/hc/en-us
license:
name: COPYRIGHT © 2026 Kantata, Inc.
url: https://www.kantata.com/terms-of-use
x-logo:
url: https://theme.zdassets.com/theme_assets/56104/04e93064d309f75d054b8cee885d1ea51e9be8f7.png
backgroundColor: '#FFFFFF'
altText: Kantata OX API Documentation
href: https://developer.kantata.com
servers:
- url: https://api.mavenlink.com/api/v1
tags:
- name: Expenses
description: 'Expenses are defined as costs incurred as part of a project, but not related to time. Once created, expenses can
be included in generated invoices.'
paths:
/expenses:
get:
summary: Fetching a list of Expenses
description: 'The expenses endpoint provides a list of every expense that the user making the request is allowed to see—
across all projects to which the user belongs.
The response will contain an array of expense objects, sorted by the `date` attribute in descending order,
available under the `expenses` key.
This endpoint returns structured Expense objects.
As with all Kantata OX API endpoints, the returned data will be referenced in sorted order in the `results` array
and will be indexed by ID in the `expenses` top-level JSON key.
Please see our Response Format section for more information.'
operationId: Get Expenses
tags:
- Expenses
parameters:
- in: query
name: approved
description: Filter for expenses that are on approved expense reports, or on a workspace that does not require approvals.
schema:
type: boolean
- in: query
name: created_after
description: Filter for records created after a specified datetime. The datetime must be in [ISO 8601](https://www.w3.org/TR/NOTE-datetime) format.
schema:
type: string
format: date-time
- in: query
name: created_before
description: Filter for records created before a specified datetime. The datetime must be in [ISO 8601](https://www.w3.org/TR/NOTE-datetime) format.
schema:
type: string
format: date-time
- in: query
name: created_by
schema:
type: integer
format: int32
- in: query
name: date_expensed_between
description: Filter for expenses between the start and end dates in a colon-separated YYYY-MM-DD format. For example, `2013-06-01:2013-08-01`. If a date is not specified, it is interpreted as no start/end date.
schema:
type: string
- in: query
name: external_reference_external_message
description: Filter the objects based on the external message of their associated external references. This is an exact match.
schema:
type: string
- in: query
name: external_reference_external_status
description: Filter by the status of the external object in the external system.
schema:
type: string
- in: query
name: external_reference_service_model
description: Filter by the type of the external object this external reference belongs to.
schema:
type: string
- in: query
name: external_reference_service_model_ref
description: Filter by the id of the external object this external reference belongs to.
schema:
type: integer
format: int32
- in: query
name: external_reference_service_model_refs
description: Filter for objects that correlate to the specified external object IDs. Provide a comma-separated list of up to 200 external IDs.
schema:
type: string
- in: query
name: external_reference_service_name
description: Filter by the name of the provider for integration.
schema:
type: string
- in: query
name: external_reference_status
description: Filter by the status of the integration, this can be successful or fail.
schema:
type: string
- in: query
name: from_archived_workspaces
description: Filter for expenses from archived projects.
schema:
type: boolean
default: false
- in: query
name: has_external_references
description: Filter by whether or not the object has external references.
schema:
type: boolean
- in: query
name: in_active_invoice_id
description: Limit results to time entries current in the specified active invoice.
schema:
type: integer
format: int32
- in: query
name: include
description: 'Any of the below associations can be included in your request by providing the `include` param, e.g. `include=association1,association2`.
- `active_submission` (ExpenseReportSubmission) - The active expense report the expense is submitted in. The response will include `active_submission_id`, which references the data in the `expense_report_submissions` top-level key.
- `expense_budget` (ExpenseBudget) - Retrieves the expense budget the expense is logged to. The response will include `expense_budget_id`, which references the data in the `expense_budgets` top-level key.
- `expense_category` (ExpenseCategory) - The category associated with the expense. The response will include `expense_category`, which references the data in the `expense_categories` top-level key.
- `external_references` (ExternalReference) - Includes references to external integrations for this object.
- `receipt` (Attachments::ReceiptAttachment) - Information about receipts associated with this expense. The response will include `receipt_id`, which references the data in the `attachments` top-level key.
- `recent_submission` (ExpenseReportSubmission) - The most recent expense report the expense was submitted in, including any rejected or cancelled reports. The response will include `recent_submission_id`, which references the data in the `expense_report_submissions` top-level key.
- `role` (Role) - The role of the user. The response will include `role_id`, which references the data in the `roles` top-level key.
- `story` (Story) - Linked task. The response will include `story_id`, which references the data in the `stories` top-level key.
- `user` (User) - The user who created the expense. The response will include `user_id`, which references the data in the `users` top-level key.
- `vendor` (Vendor) - The party to which the expense is payable. The response will include `vendor_id`, which references the data in the `vendors` top-level key.
- `workspace` (Workspace) - The project to which this expense belongs. The response will include `workspace_id`, which references the data in the `workspaces` top-level key.'
schema:
type: string
- in: query
name: invoiced
description: Include expenses that have been invoiced.
schema:
type: boolean
- in: query
name: mine
description: Filter for expenses created by the user.
schema:
type: boolean
- in: query
name: on_my_account
description: Only include expenses that are on internal projects. On my account false will include internal and external expenses.
schema:
type: boolean
default: true
- in: query
name: only
description: 'Allows you to request one or more resources directly by ID. Multiple IDs can be supplied
in a comma separated list, like `GET /api/v1/workspaces.json?only=5,6,7`.'
schema:
type: string
- in: query
name: optional_fields
description: Allows you to request one or more optional fields as an array.
schema:
type: array
items:
type: string
enum:
- user_can_edit
- in: query
name: order
description: 'Supply `order` with the name of a valid sort field for the endpoint and a direction.
Valid values: `amount:asc`, `amount:desc`, `category:asc`, `category:desc`, `created_at:asc`, `created_at:desc`, `date:asc`, `date:desc`, `notes:asc`, `notes:desc`, `vendor_name:asc`, and `vendor_name:desc`.'
schema:
type: string
default: date:desc
- in: query
name: page
schema:
type: integer
format: int32
default: 1
- in: query
name: per_page
schema:
type: integer
format: int32
default: 20
maximum: 200
- in: query
name: reimbursable
description: Filter for expenses that are reimbursable based on the provided value.
schema:
type: boolean
- in: query
name: submitted
description: Filter for expenses that have been submitted.
schema:
type: boolean
- in: query
name: uninvoiced
description: Filter for expenses that have not been invoiced.
schema:
type: boolean
- in: query
name: unsubmitted
description: Filter for expenses that have not been submitted.
schema:
type: boolean
- in: query
name: updated_after
description: Filter for records updated after a specified datetime. The datetime must be in [ISO 8601](https://www.w3.org/TR/NOTE-datetime) format.
schema:
type: string
format: date-time
- in: query
name: updated_before
description: Filter for records updated before a specified datetime. The datetime must be in [ISO 8601](https://www.w3.org/TR/NOTE-datetime) format.
schema:
type: string
format: date-time
- in: query
name: with_expense_approvals
schema:
type: boolean
- in: query
name: with_expense_report_id
description: "Filter for expenses associated with the specified expense report ID. If the\n report was canceled or rejected, no result is returned."
schema:
type: integer
format: int32
- in: query
name: with_recent_expense_report_ids
description: "Filter for expenses associated with the specified expense report IDs, including from canceled and rejected reports.\n Give multiple report IDs in a comma separated list.\n\n **Note**: Expenses are only associated with the most recent reports they were submitted in (`recent_submission`).\n If you re-submit an expense from a canceled or rejected report in a new report, the expense will only be returned\n in association with that most recent submission`."
schema:
type: string
- in: query
name: without_external_reference_service_name
description: Exclude by the existence of an external reference with the specified service name.
schema:
type: string
- in: query
name: workspace_id
description: Filter for expenses associated with the specified project ID.
schema:
type: integer
format: int32
responses:
'200':
description: A list of Expenses have been retrieved.
content:
application/json:
schema:
type: object
properties:
count:
type: integer
format: int32
meta:
type: object
properties:
count:
type: integer
format: int32
page_count:
type: integer
format: int32
page_number:
type: integer
format: int32
page_size:
type: integer
format: int32
results:
type: array
items:
type: object
properties:
key:
type: string
id:
type: string
expenses:
type: object
additionalProperties:
$ref: '#/components/schemas/Expense'
external_references:
type: object
additionalProperties:
$ref: '#/components/schemas/ExternalReference'
stories:
type: object
additionalProperties:
$ref: '#/components/schemas/Story'
workspaces:
type: object
additionalProperties:
$ref: '#/components/schemas/Workspace'
users:
type: object
additionalProperties:
$ref: '#/components/schemas/User'
attachments:
type: object
additionalProperties:
$ref: '#/components/schemas/Attachments__ReceiptAttachment'
expense_report_submissions:
type: object
additionalProperties:
$ref: '#/components/schemas/ExpenseReportSubmission'
expense_categories:
type: object
additionalProperties:
$ref: '#/components/schemas/ExpenseCategory'
roles:
type: object
additionalProperties:
$ref: '#/components/schemas/Role'
vendors:
type: object
additionalProperties:
$ref: '#/components/schemas/Vendor'
expense_budgets:
type: object
additionalProperties:
$ref: '#/components/schemas/ExpenseBudget'
'400':
description: Bad Request
content:
application/json:
schema:
$ref: '#/components/schemas/Errors'
'401':
description: Unauthorized request
content:
application/json:
schema:
$ref: '#/components/schemas/Errors'
'403':
description: Forbidden request
content:
application/json:
schema:
$ref: '#/components/schemas/Errors'
'404':
description: Page Not Found
content:
application/json:
schema:
$ref: '#/components/schemas/Errors'
'422':
description: Unprocessable Entity
content:
application/json:
schema:
$ref: '#/components/schemas/Errors'
'503':
description: Service is unavailable
content:
application/json:
schema:
$ref: '#/components/schemas/Errors'
post:
summary: Creating a new Expense
description: 'Creates an expense.
**Bulk Create**
This endpoint supports bulk creating up to 100 objects. In the request body, set the top-level key to its plural form and place the objects in an array. Example:
```
{
"expenses": [
{
"workspace_id": 123,
"date": "2025-01-01",
"expense_category_id": 456,
"category": "Travel",
"amount_in_cents": 20000
},
{
"workspace_id": 123,
"date": "2025-01-01",
"expense_category_id": 456,
"category": "Travel",
"amount_in_cents": 20000
}
]
}
```
This endpoint returns structured Expense objects.
As with all Kantata OX API endpoints, the returned data will be referenced in sorted order in the `results` array
and will be indexed by ID in the `expenses` top-level JSON key.
Please see our Response Format section for more information.'
operationId: Create Expense
tags:
- Expenses
parameters:
- in: query
name: include
description: 'Any of the below associations can be included in your request by providing the `include` param, e.g. `include=association1,association2`.
- `active_submission` (ExpenseReportSubmission) - The active expense report the expense is submitted in. The response will include `active_submission_id`, which references the data in the `expense_report_submissions` top-level key.
- `expense_budget` (ExpenseBudget) - Retrieves the expense budget the expense is logged to. The response will include `expense_budget_id`, which references the data in the `expense_budgets` top-level key.
- `expense_category` (ExpenseCategory) - The category associated with the expense. The response will include `expense_category`, which references the data in the `expense_categories` top-level key.
- `external_references` (ExternalReference) - Includes references to external integrations for this object.
- `receipt` (Attachments::ReceiptAttachment) - Information about receipts associated with this expense. The response will include `receipt_id`, which references the data in the `attachments` top-level key.
- `recent_submission` (ExpenseReportSubmission) - The most recent expense report the expense was submitted in, including any rejected or cancelled reports. The response will include `recent_submission_id`, which references the data in the `expense_report_submissions` top-level key.
- `role` (Role) - The role of the user. The response will include `role_id`, which references the data in the `roles` top-level key.
- `story` (Story) - Linked task. The response will include `story_id`, which references the data in the `stories` top-level key.
- `user` (User) - The user who created the expense. The response will include `user_id`, which references the data in the `users` top-level key.
- `vendor` (Vendor) - The party to which the expense is payable. The response will include `vendor_id`, which references the data in the `vendors` top-level key.
- `workspace` (Workspace) - The project to which this expense belongs. The response will include `workspace_id`, which references the data in the `workspaces` top-level key.'
schema:
type: string
- in: query
name: optional_fields
description: Allows you to request one or more optional fields as an array.
schema:
type: array
items:
type: string
enum:
- user_can_edit
responses:
'200':
description: Expense has been created.
content:
application/json:
schema:
type: object
properties:
count:
type: integer
format: int32
meta:
type: object
properties:
count:
type: integer
format: int32
page_count:
type: integer
format: int32
page_number:
type: integer
format: int32
page_size:
type: integer
format: int32
results:
type: array
items:
type: object
properties:
key:
type: string
id:
type: string
expenses:
type: object
additionalProperties:
$ref: '#/components/schemas/Expense'
external_references:
type: object
additionalProperties:
$ref: '#/components/schemas/ExternalReference'
stories:
type: object
additionalProperties:
$ref: '#/components/schemas/Story'
workspaces:
type: object
additionalProperties:
$ref: '#/components/schemas/Workspace'
users:
type: object
additionalProperties:
$ref: '#/components/schemas/User'
attachments:
type: object
additionalProperties:
$ref: '#/components/schemas/Attachments__ReceiptAttachment'
expense_report_submissions:
type: object
additionalProperties:
$ref: '#/components/schemas/ExpenseReportSubmission'
expense_categories:
type: object
additionalProperties:
$ref: '#/components/schemas/ExpenseCategory'
roles:
type: object
additionalProperties:
$ref: '#/components/schemas/Role'
vendors:
type: object
additionalProperties:
$ref: '#/components/schemas/Vendor'
expense_budgets:
type: object
additionalProperties:
$ref: '#/components/schemas/ExpenseBudget'
'400':
description: Bad Request
content:
application/json:
schema:
$ref: '#/components/schemas/Errors'
'401':
description: Unauthorized request
content:
application/json:
schema:
$ref: '#/components/schemas/Errors'
'403':
description: Forbidden request
content:
application/json:
schema:
$ref: '#/components/schemas/Errors'
'404':
description: Page Not Found
content:
application/json:
schema:
$ref: '#/components/schemas/Errors'
'422':
description: Unprocessable Entity
content:
application/json:
schema:
$ref: '#/components/schemas/Errors'
'503':
description: Service is unavailable
content:
application/json:
schema:
$ref: '#/components/schemas/Errors'
requestBody:
content:
application/json:
schema:
type: object
properties:
expense:
type: object
properties:
workspace_id:
type: integer
format: int32
description: The ID of the project in which the expense will be created.
date:
type: string
format: date
description: The date of the expense. The date must be in [ISO 8601](https://www.w3.org/TR/NOTE-datetime) format.
expense_category_id:
type: integer
format: int32
description: The ID of the category with which the expense will be associated.
category:
type: string
description: The category of the expense as a string.
amount_in_cents:
type: integer
format: int32
description: The amount of the expense, in cents. If 'foreign_exchange_amount' is specified, that overrides the 'amount_in_cents'.
foreign_exchange_amount:
type: object
description: If you have permission to convert expenses, this is the expense in foreign currency units.
properties:
source_value:
type: string
description: The amount of the expense, in foreign currency units.
source_currency:
type: string
description: The [ISO code](https://mavenlink.zendesk.com/hc/en-us/articles/360041576473-Supported-Currency-ISO-Codes) of the foreign currency in which the expense was incurred.
required:
- source_value
- source_currency
user_id:
type: integer
format: int32
description: 'The internal ID of the user the expense is associated with. This parameter is ignored unless the
authorizing user has financial access in the project and is on the consultants team (or if the
authorizing user is an account administrator and has proxy permissions via an account member with
those permissions).'
notes:
type: string
description: Freeform text related to the expense.
billable:
type: boolean
description: A boolean that indicates whether or not the expense is billable.
receipt_id:
type: integer
format: int32
description: The optional ID of an attached receipt for the expense.
story_id:
type: integer
format: int32
description: 'The optional ID of a task in the project (this will be linked to this expense). Depending on the
project''s settings, expenses can be associated with only expense budgets or only tasks.'
expense_budget_id:
type: integer
format: int32
description: 'The optional ID of an expense budget in the project (this will be linked to this expense). Depending
on the project''s settings, expenses can be associated with only expense budgets or only tasks.'
reimbursable:
type: boolean
description: A boolean that indicates whether the expense is reimbursable to the user.
vendor_id:
type: integer
format: int32
description: The optional ID of the vendor to which the expense is reimbursable.
external_reference:
type: object
description: 'Typically populated programmatically by a third party system via an integration, this is an optional
object that holds data from an external system. It connects objects in an external system with objects in
Kantata OX (for example, to connect a Jira issue to a Kantata OX Project).'
properties:
service_name:
type: string
description: The provider name of the integration. If you are adding multiple external references to the same object, the `service_name` must be unique.
service_model:
type: string
description: The object type of the external object this external reference belongs to.
service_model_ref:
type: string
description: The object ID of the external object this external reference belongs to.
status:
type: string
description: The status of the integration. Options are `successful`, `pending`, or `failed`.
external_message:
type: string
description: The message on the external object.
external_link:
type: string
description: The link to the external object.
external_status:
type: string
description: The status of the external object in the external system.
locked:
type: boolean
description: Whether the subject is locked.
required:
- service_name
- service_model
- service_model_ref
required:
- workspace_id
- date
- expense_category_id
- category
- amount_in_cents
required: true
delete:
summary: Delete multiple expenses
description: 'The IDs of the expenses to delete can be provided in the `ids` query parameter or via the request body.
Request body example:
```{
"ids": "1,2,3"
}```
If any specified expenses cannot be deleted, the entire request will fail and an error message
will be returned that specifies which ones could not be deleted and why.
This endpoint returns structured Expense objects.
As with all Kantata OX API endpoints, the returned data will be referenced in sorted order in the `results` array
and will be indexed by ID in the `expenses` top-level JSON key.
Please see our Response Format section for more information.'
operationId: Delete Expenses
tags:
- Expenses
parameters:
- in: query
name: ids
required: false
description: 'A comma-separated list of IDs of expenses. You can provide up to 100 IDs. The IDs can be
provided in this query parameter or via the request body.'
schema:
type: string
responses:
'200':
description: Expense has been deleted.
content:
application/json:
schema:
type: object
properties:
deleted:
type: array
items:
type: integer
format: int32
description: The IDs of the expenses that were deleted.
'400':
description: Bad Request
content:
application/json:
schema:
$ref: '#/components/schemas/Errors'
'401':
description: Unauthorized request
content:
application/json:
schema:
$ref: '#/components/schemas/Errors'
'403':
description: Forbidden request
content:
application/json:
schema:
$ref: '#/components/schemas/Errors'
'404':
description: Page Not Found
content:
application/json:
schema:
$ref: '#/components/schemas/Errors'
'422':
description: Unprocessable Entity
content:
application/json:
schema:
$ref: '#/components/schemas/Errors'
'503':
description: Service is unavailable
content:
application/json:
schema:
$ref: '#/components/schemas/Errors'
/expenses/{id}:
get:
summary: Fetching a single Expense
descriptio
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# Full source: https://raw.githubusercontent.com/api-evangelist/mavenlink/refs/heads/main/openapi/mavenlink-expenses-api-openapi.yml