Reimbursement status: accrued, approved, paid

What this status tracks

Every row in your marketing co-op ledger, whether it is a contribution going into the pool or a reimbursement request coming back out, carries a status. That status is the single field that tells you where a dollar actually sits: still moving, confirmed, paid, or stopped for a reason. This article is a deep dive on that one field: the five values it can hold, what each one means for a contribution versus a reimbursement, how the numbers on the Marketing co-op page respond as status changes, and the color accent Verinode uses to show it at a glance.

For the page as a whole, start with Marketing co-op overview. For the hero panel's net-position math, see Your co-op position: contributed, reimbursed, pending. This article assumes you already know the shape of the page and focuses only on the status lifecycle.

Where you see it

Open Marketing co-op from the sidebar (/coop). The status shows up in two places:

• Your activity, the third row on the page. Every tile in this row is labeled with its kind and current status, for example "Contribution · approved" or "Reimbursement · paid." A thin color accent runs down the left edge of each tile, tinted by that same status.
• The submit form. When you click a program tile in "Your co-op programs" to open the reimbursement form, it tells you up front what happens next: "Reimbursements land in HQ's approval queue. You'll see the status flip from accrued → approved → paid as HQ processes it."

Nowhere on the page do you set a status yourself. You submit a reimbursement request, which is created at accrued; every step after that, approved, paid, disputed, or reversed, is HQ's call. Verinode reads whatever HQ has recorded and reflects it back to you.

The five statuses

Accrued

Accrued means the entry has been recorded but not yet confirmed. It is the starting point for both kinds of ledger row:

• A reimbursement you submit starts at accrued the moment you click Submit request on the form. It sits here for as long as it is in HQ's queue, unreviewed.
• A contribution also starts at accrued when it first posts. Contributions post automatically, on a schedule, when your revenue lands and the program's contribution formula calculates your share into the pool, you never file these yourself.

An accrued reimbursement is what the Pending HQ figure on the hero panel and the pill's pending count are built from. An accrued contribution has not yet counted toward your Contributed all-time total; it needs to move to approved first.

Approved

HQ has reviewed the entry and confirmed it.

• For a reimbursement, approved means HQ agrees the request is valid, but the money has not moved yet. An approved-but-unpaid reimbursement is no longer counted in Pending HQ (it is no longer waiting on a decision), but it is also not yet counted in Reimbursed (no cash has landed). It sits in that short gap between decision and payment.
• For a contribution, approved is the point where it starts counting toward your Contributed all-time figure on the hero panel and on its program tile.

Paid

Paid is the terminal, successful state for a reimbursement: HQ has actually paid the money out to you. This is the only status that counts toward the Reimbursed figure on the hero panel and toward "Paid out to you" on the sub-label beneath it. The activity tile's timestamp line switches to "Paid [x] ago" once this happens, replacing whatever it showed before.

Contributions do not typically carry a separate "paid" leg the way reimbursements do, a contribution's confirmed state is approved; paid is specific to money coming back to you.

Disputed

Disputed means HQ has flagged the entry rather than confirming it outright, for example if the documentation behind a request does not support the amount claimed, or the spend falls outside what the program covers. A disputed entry still shows up in Your activity so the record is not hidden, but it does not count toward any of your rollup totals, not Contributed, not Reimbursed, not Pending HQ. It has effectively been pulled out of the active math until HQ resolves it.

Verinode does not carry a dispute-resolution workflow on this page. If you see an entry go to disputed, the reason field you supplied when submitting travels with it on HQ's side, but resolving it is a conversation to have directly with HQ.

Reversed

Reversed means a previously posted entry has been unwound after the fact, for example a contribution corrected after being posted at the wrong amount, or an approved reimbursement walked back before it was paid. Like disputed entries, a reversed entry stays visible in Your activity as a record, but it drops out of every total on the hero panel and on its program tile. It reads as closed out rather than live.

The color accents

Verinode reuses the same signal-color vocabulary it uses everywhere else on the platform (the Analyse / Maintain / Expand colors behind decisions) to tint each activity tile by status:

| Status | Accent | Reads as | |---|---|---| | Accrued | Hard Hat Yellow | In motion, waiting on a decision | | Approved | Deere Green | Confirmed, moving forward | | Paid | Deere Green | Confirmed, money has landed | | Disputed | Ember Red | Needs attention | | Reversed | Neutral gray | Closed out, no longer live |

Approved and paid share the same green because both represent a confirmed, healthy state, the meaningful visual jump is from yellow (still pending) to green (confirmed), not between the two green stages. Disputed is the one accent that borrows the platform's "needs attention" red, so a disputed row is the one you should notice scanning down the list. Reversed deliberately uses no signal color at all, the same neutral gray as a hairline border, because a reversed entry is not a live financial state to act on, it is closed history.

This accent color applies only to the Your activity row. Program tiles in the "Your co-op programs" row above it always render in copper regardless of status, that color identifies the tile as a co-op program, not a status.

How your totals respond to status

The three numbers on the hero panel and the matching figures on each program tile are built directly from these statuses:

• Contributed all-time counts a contribution only once it reaches approved or paid. An accrued contribution has posted but is not yet in this total.
• Reimbursed counts a reimbursement only once it reaches paid. Approved-but-unpaid does not count here yet.
• Pending HQ (and the pending count in the pill and on each program tile) counts a reimbursement only while it sits at accrued. The moment HQ approves or pays it, it leaves this total.
• Disputed and reversed entries are excluded from all three totals, in either direction.

This is why your net position can look a little different from a simple running total of every ledger row you see: entries mid-flight (accrued contributions, approved-but-unpaid reimbursements) and entries taken out of play (disputed, reversed) are all handled deliberately, not just added up blind.

Timestamps behind each stage

Each ledger entry carries three timestamp fields: when it was recorded, when it was approved (if it has been), and when it was paid (if it has been). The activity tile shows whichever is furthest along:

• If the entry has a paid date, the tile reads "Paid [x] ago."
• Otherwise, if it has an approved date, the tile reads "Approved [x] ago."
• Otherwise, it reads "Submitted [x] ago," using the date it was first recorded.

Relative times read as "today," "1 day ago," a day count under 30 days, or a month count beyond that.

How to use this

1. 1Open Marketing co-op from the sidebar (/coop) and scroll to Your activity.
2. 2Scan the left-edge accents first: yellow rows are still with HQ, green rows are confirmed or paid, red rows need your attention, gray rows are closed out.
3. 3For any yellow (accrued) reimbursement, there is nothing to do but wait, approval and payment are HQ's call, not a Verinode workflow.
4. 4For a red (disputed) row, follow up with HQ directly. Verinode surfaces the status, it does not carry a resolution flow for it.
5. 5Watch a request move green as it goes from approved to paid, that is the point its dollars land in your Reimbursed total on the hero panel.

Best-practice example

Say you submit a $650 reimbursement for a Q3 ad campaign. It appears immediately in Your activity as "Reimbursement · accrued," yellow accent, reading "Submitted today." It also adds $650 to Pending HQ on the hero panel and to your program tile's pending figure. A few days later HQ approves it: the tile flips to "Reimbursement · approved," green accent, "Approved 3 days ago," and the $650 drops out of Pending HQ, but it is not yet in Reimbursed, it is in that brief gap between decision and payment. When HQ actually pays it, the tile updates once more to "Reimbursement · paid," still green, now "Paid 5 days ago," and your Reimbursed total rises by $650. If HQ had instead found the invoice reference did not match the claimed amount, the entry would have gone to "Reimbursement · disputed," red accent, and stayed out of every total until you and HQ sorted it out directly.

Related reading

• Marketing co-op overview
• Your co-op position: contributed, reimbursed, pending
• Understanding your margin
• Acting on decisions

Data sources