Under what condition can an expense be deleted from a project in Xero?

Expenses can be deleted from a project in Xero when they have not been invoiced. This is important because once an expense is linked to an invoice, it becomes part of the financial records that have been communicated to clients. Deleting an expense after it has been invoiced could lead to discrepancies in both the project and the accounting records.

When expenses are still in a draft or pending status, they have not yet been finalized or communicated, allowing for their removal from the project without impacting any invoiced amounts or client records. This maintains the accuracy of the financial data and project management without causing potential client disputes or accounting errors.

In contrast, if an expense has been fully billed, marked as pending, or listed for review, it cannot be deleted due to the implications these statuses have on accounting integrity and client interactions.