You can easily edit and submit reports in Expensify to keep your expenses organized and ensure they go through the right approval process. This guide walks you through adding expenses to a report, updating report details, submitting reports for approval, and understanding report statuses. It also covers how to view collaborator reports using Copilot access and exporting reports to CSV.

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Add Expenses to Reports

Expenses may be automatically added to a report if your Workspace has this setting enabled. If not, you can manually add them.

Note: Your ability to create reports may be restricted by your Workspace settings.

Add Expenses to an Existing Report

On Desktop:

1. Click Reports.
2. Open the report.
3. Click Add Expenses.
4. Select the expenses to add.
   • If an expense doesn’t appear, adjust filters (e.g., merchant or date range).
   • Only expenses not already on a report will appear.

On Mobile:

1. Tap ☰ in the top left.
2. Tap Reports, then select the report.
3. Tap Add Expense, then choose expenses.

Move Expenses to Another Report (web-only)

1. Go to the Expenses page.
2. Select open expenses to move.
3. Click Add to Report.
4. Choose the destination report.

Note: Only Open expenses can be moved. Expenses in Processing, Approved, Reimbursed, or Closed statuses cannot be moved.

Create a New Report

On Desktop:

1. Click Reports.
   • If a report was auto-created for your most recent expense, no action is needed.
2. Click Create Report, then select Expense Report.
3. Click Add Expenses and select expenses to add.

Optional edits:

• Click the pencil icon to rename the report.
• Click the X next to an expense to remove it.
• Click Expense Details to edit.
• Add comments or attachments at the bottom.

On Mobile:

1. Tap ☰ in the top left.
2. Tap Reports.
   • If a report was automatically created, no action is needed.
3. Tap +, then select Expense Report.
4. Tap Add Expenses and select expenses.

Optional edits:

• Tap the report name to rename it.
• Tap an expense to edit details.
• Add comments or attachments.

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Edit Report Details

You can edit the report title, workspace, type, layout, and attached expenses.

Note: Some settings may be locked depending on your Workspace.

Edit the Title

On Desktop:

1. Go to Reports and select the report.
2. Click the pencil icon next to the title.
3. Press Enter to save.

On Mobile:

1. Tap ☰ and go to Reports.
2. Select the report and tap the name to edit.

Change the Workspace

On Desktop:

1. Go to Reports and open the report.
2. Click Details in the top right.
3. Select a Workspace from the dropdown.

On Mobile:

1. Tap ☰ and go to Reports.
2. Select the report and tap Edit.
3. Tap the Workspace name to change it.
4. Tap Done.

Change the Type of Report

On Desktop:

1. Open the report and click Details.
2. Change the type using the Type dropdown.

On Mobile:

1. Go to the report and tap Edit.
2. Tap Expense Report or Invoice.

Change the Report Layout (web-only)

1. Open the report and click Details.
2. Adjust:
   • View – Choose Basic or Detailed.
   • Group By – Group by category or tag.
   • Split By – Separate by reimbursable or billable status.

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Submit a Report for Approval

Some Workspaces automatically handle this. Otherwise, submit manually.

On Desktop:

1. Go to Reports and select the report.
2. Click Submit.
3. Fill out:
   • To – Approver’s name.
   • CC – Additional recipients.
   • Memo – Notes (optional).
   • Attach PDF – Optional.
4. Click Send to submit.

On Mobile:

1. Go to the report and tap Submit Report.
2. Fill out:
   • To – Approver’s name.
   • CC – Additional recipients.
   • Memo – Notes (optional).
   • Attach PDF – Optional.
3. Tap Submit.

Note: The CC field is “sticky”—Expensify remembers previous entries. Remove them next time to stop future auto-CCs.

Submit via Guided Review (web-only)

1. Open the report.
2. Click Review.
3. Complete the steps shown.
4. Click Submit for each expense.

Retract a Submitted Report

On Desktop:

1. Open the report.
2. Click Undo Submit.

On Mobile:

1. Tap the report.
2. Tap Retract.

Note: Reports with Instant Submit cannot be fully retracted. Only individual expenses can be edited.

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Add Comments & Attachments to a Report

You can add context or receipts.

On Desktop:

1. Open the report and scroll to the bottom.
2. Add a comment or click the paperclip icon to upload a file.

On Mobile:

1. Open the report.
2. Scroll to the bottom to comment or attach a file.

Supported file types: jpeg, jpg, png, gif, CSV, PDF

Report History

Expensify logs all actions taken on the report in the Report History & Comments section at the bottom of the report.

To access a report’s history:

1. Click the Reports tab.
2. Open a report.
3. Scroll to the bottom of the report.

When impactful changes are made to the report, such as changing an expense’s reimbursable status, approving or denial of an expense, or adding a comment, the report submitter is notified via email.

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Report Statuses

Every report passes through several statuses. Here’s what they mean:

• Open – In progress, not yet submitted. If also labeled Rejected, open the report to review comments and revise.
• Processing – Submitted and awaiting approval.
• Approved – Fully approved but not reimbursed.
• Reimbursed – Payment sent. Withdrawing or Confirmed may appear based on ACH status.
• Closed – Finalized and no longer editable.

Finalized state by workflow

• Non-reimbursable – Finalized at Approved.
• Reimbursable – Finalized at Reimbursed.
• Mixed – Finalized at Reimbursed, even if only some expenses are reimbursable.

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Reports Marked as Closed

A report is automatically marked Closed under these conditions:

• Individual Workspace – Reports are closed by default after submission.
• Group Workspace with Submit and Close Workflow – Reports automatically close upon submission.

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View collaborator reports using Copilot access

If someone grants you Copilot access, you can view and manage their reports as if they were your own.

Switch to a Copilot account

On Desktop:

1. Click your profile icon in the top left.
2. Click on the user’s account you have Copilot access to.

On Mobile:

1. Tap ☰ and tap on your Profile.
2. Tap Switch to Copilot Mode.
3. Tap on the user’s account.

You’ll now see their reports and expenses.

Note: You must be granted Copilot access first. Learn how to add or request Copilot access here.

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Export a report to CSV (web-only)

You can export full reports for archiving or analysis.

1. Open the Reports tab.
2. Select the report.
3. Click Details in the top right.
4. Click the Export to dropdown.
5. Choose:
   • Default CSV – Expensify’s built-in layout.
   • Create new CSV export layout – Customize your export format.

FAQ

Can I view my teammate’s expense reports?

Yes, if you have Copilot access. Ask your teammate to add you as a Copilot so you can view, edit, or submit their reports.

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Can I export an expense report as a spreadsheet?

Yes! Open the report, click Details, then choose Export to CSV.

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How are credits or refunds displayed?

They appear as negative expenses (e.g., -$1.00) and reduce the report total.

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What’s the difference between an expense, a receipt, and a report attachment?

• Expense – Created when a receipt is scanned or manually entered.
• Receipt – Image attached to an expense.
• Attachment – Additional files added at the bottom of the report (e.g., documents).

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What’s the difference between reports, invoices, and bills?

• Expense Report – Submitted by employees for business expenses.
• Invoice – Sent between businesses to request payment.
• Bill – Generated at the point of sale (e.g., in-store or service receipt).