Edit expenses

You can edit expenses in Expensify to update details like category, description, or attendees. However, some fields have restrictions based on the expense type and report status.

Edit an Expense

  1. Click the Expenses tab.
  2. Select the expense you want to edit.
  3. Click the field you want to change (e.g., category, description, attendees).
  4. Make your changes and click Save.
  1. Tap the Expenses tab.
  2. Select the expense you want to edit.
  3. Tap More Options.
  4. Update the relevant fields and tap Save.

Expense Editing Rules

Editing restrictions apply based on expense type and report status.

General Editing Rules

  • Category, description, attendees, and report assignment can be edited by the expense owner, approvers, and Workspace Admins.
  • Amount can be edited for most manually entered expenses, except for company card transactions.
  • Tag and billable status can be updated as long as the report is in an editable state.

Company Card Expenses

  • Amount cannot be edited for expenses imported from a company card.
  • Category, tag, and billable status can be edited if the report is in the Open or Processing state.
  • Receipt images can be added or replaced at any time.

Submitted and Approved Expenses

  • Submitted expenses can only be edited by an approver or Workspace Admin.
  • Approved expenses cannot be edited unless they are reopened.
  • Expenses in a Closed report cannot be edited.

Delete an Expense

Expenses can only be deleted by the submitter, and the report must be in the Open state.

  1. Navigate to the Expenses tab.
  2. Select the expense you want to delete.
  3. Click Delete and confirm.

If the report has been submitted, you must retract it before deleting an expense.

FAQ

Who can edit an expense?

  • Expense owner: Can edit expenses if the report is Open.
  • Approvers and Workspace Admins: Can edit submitted expenses before final approval.
  • Finance teams: May have additional permissions based on workspace settings.

Why can’t I edit my expense amount?

Company card expenses have a fixed amount based on imported transaction data and cannot be changed.

Can I edit an expense after it has been approved?

No, approved expenses cannot be edited unless the report is reopened.

How do I update an expense in a submitted report?

If you need to edit an expense in a submitted report, contact an approver or Workspace Admin to reopen the report.

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