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 managing report statuses.

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Add Expenses to Reports

Once you’ve created your expenses, they may be automatically added to a report if your company has this feature enabled. Otherwise, you’ll need to manually add them to a report for submission.

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, use the filter to search by merchant name or adjust the date range.
   • Only expenses not already on a report will be listed.

On Mobile:

1. Tap ☰ in the top left.
2. Tap Reports.
3. Open the report.
4. Tap Add Expense, then select an expense to add.

Move Expenses to Another Report (Desktop Only)

1. Open Expenses.
2. Select the open expenses to move.
3. Click Add to Report.
4. Choose the destination report.
   • Only open expenses can be moved.
   • Submitted expenses in Processing, Approved, Reimbursed, or Closed states cannot be moved.

Create a New Report

On Desktop:

1. Click Reports.
   • If a report has been automatically created for your most recent expense, no action is needed.
2. Click New Report, then select Expense Report.
3. Click Add Expenses and select expenses to add.
4. (Optional) Edit the report:
   • Click the Edit icon to rename the report.
   • Click X next to an expense to remove it.
   • Click Expense Details to edit an expense.
   • Add comments or attachments at the bottom of the report.

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.
5. (Optional) Edit the report:
   • Tap the report name to rename it.
   • Tap an expense to edit details.
   • Add comments or attachments.

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Edit Reports

You can update a report’s details such as the report title, workspace, report type, layout, and attached expenses.

Note: Some report details may be restricted from editing depending on your workspace settings.

Edit the Title

On Desktop:

1. Click the Reports tab and select the report.
2. Click the pencil icon next to the name and edit the title.
3. Press Enter to save changes.

On Mobile:

1. Tap the ☰ menu icon in the top left.
2. Tap the Reports tab, then select the report.
3. Tap the report name to edit it.

Change the Workspace

On Desktop:

1. Click the Reports tab and select the report.
2. Click Details in the top right of the report.
3. Click the Workspace dropdown list and select the correct workspace.

On Mobile:

1. Tap the ☰ menu icon in the top left.
2. Tap the Reports tab, then select the report.
3. Tap Edit in the top right.
4. Tap the current workspace name to select a new one.
5. Tap Done.

Change the Type of Expense Report

On Desktop:

1. Click the Reports tab and select the report.
2. Click Details in the top right of the report.
3. Click the Type dropdown and select either Expense Report or Invoice.

On Mobile:

1. Tap the ☰ menu icon in the top left.
2. Tap the Reports tab, then select the report.
3. Tap Edit in the top right.
4. Tap either Expense Report or Invoice.
5. Tap Done.

Change the Report Layout

1. Click the Reports tab and select the report.
2. Click Details in the top right of the report.
3. Adjust the following layout options:
   • View: Choose between a basic or detailed report view.
   • Group By: Group expenses by category or tag.
   • Split By: Separate expenses by reimbursable or billable status.

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Submit a Report for Approval

Some workspaces automatically submit or approve reports, removing the need for manual submission.

On Desktop:

1. Click the Reports tab.
2. Select the report.
3. Click Submit.
4. Enter submission details:
   • To: Approver’s name(s).
   • CC: Additional recipients (comma-separated).
   • Memo: Additional notes.
   • Attach PDF: Attach a report copy (optional).
5. Click Send.

On Mobile:

1. Tap the ☰ menu icon in the top left.
2. Tap the Reports tab.
3. Select the report.
4. Tap Submit Report.
5. Enter submission details:
   • To: Approver’s name(s).
   • CC: Additional recipients (comma-separated).
   • Memo: Additional notes.
   • Attach PDF: Attach a report copy (optional).
6. Tap Submit.

Submit via Guided Review (web-only)

1. Click the Reports tab on the Expensify website.
2. Select the report.
3. Click Review.
4. Follow the guided review steps.
5. Click Submit for each expense.

Retract a Submitted Report

On Desktop:

1. Click the Reports tab.
2. Select the report.
3. Click Undo Submit.

On Mobile:

1. Tap the ☰ menu icon in the top left.
2. Tap the Reports tab.
3. Select the report.
4. 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 comments and attachments to a report to clarify or justify expenses.

On Desktop:

1. Click Reports.
2. Select the report.
3. Scroll to the bottom of the report and:
   • To add a comment: Type your comment and click the Send icon or press Enter.
   • To add an attachment: Click the paperclip icon, select a jpeg, jpg, png, gif, CSV, or PDF file, then click Upload.

On Mobile:

1. Tap the ☰ menu icon in the top left.
2. Tap Reports.
3. Select the report.
4. At the bottom of the report:
   • To add a comment: Type your comment and tap the Send icon.
   • To add an attachment: Tap the paperclip icon, select a jpeg, jpg, png, gif, CSV, or PDF file, then tap Confirm.

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

Each report has a status based on its approval progress:

• Open: The report is in progress and has not been submitted. If labeled Rejected, it was submitted but needs adjustments.
• Processing: The report has been submitted and is awaiting approval.
• Approved: The report is approved but not reimbursed.
• Reimbursed: The report has been successfully reimbursed.
  • Withdrawing: The ACH process is initiated.
  • Confirmed: The ACH process is in progress or complete.
• Closed: The report is finalized.

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FAQ

How are credits or refunds displayed on Expense Reports?

Credits appear as negative expenses (e.g., -$1.00). They offset the total report amount.

For example:

• A report with $400 and $500 reimbursable expenses shows a total of $900.
• A report with -$400 and $500 expenses results in a $100 total.

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

• Expense: Created when you SmartScan or manually upload a receipt.
• Receipt: Image file automatically attached to an expense via SmartScan.
• Report Attachment: Additional documents (e.g., supporting documents) added via the paperclip icon in report comments.

What’s the Difference Between Expense Reports, Bills, and Invoices?

• Expense Report: Submitted by an employee to their employer. This may include:
  • Reimbursable expenses (e.g., business travel paid for with personal funds).
  • Non-reimbursable expenses (e.g., a company card lunch expense).
• Invoice: A report a business or contractor sends to another business to charge for goods or services received. For example:
  • A contractor providing an hourly-rate service sends an invoice detailing services provided and their hourly rate.
  • Invoices are generally expected to be paid within a set timeframe (e.g., 30 days of receipt).
• Bill: A document used by businesses and contractors to request payment for goods or services.
  • For example, a restaurant, store, or hair salon provides bills, typically expected to be paid upon receipt.