Set Custom Report Names
Automatically generate standardized report titles across your workspace using formulas. Admins can pull in dynamic data like report type or member name, and even lock naming rules to prevent edits.
Customize Report Titles Using Formulas
To set a custom report title on your workspace:
- Head to Settings > Workspace > [Workspace Name] > Reports.
- Scroll to Custom Report Names.
- Choose from the available formulas below.
- Enable the Enforce Custom Report Names toggle to prevent members from editing the title (optional).
Example formula:
{report:type} - {report:submit:from:firstname} {report:startdate}
Result: Expense Report - Alice 2025-05-15
How Dynamic Titles Work
- Custom report names update automatically when the value of the fields they reference is updated. For example:
- {report:total} will update when new expenses are added to the report.
- {report:workspaceName} will update when the workspace name changes.
- Report titles freeze once a report is Approved or Reimbursed.
- Fields related to report submission are snapshots of the data at the time the report was submitted. For example:
- {report:submit:from:firstName} may capture the first name of Joanne and won’t be updated if Joanne changes her first name to “Jo” in Expensify
- The report title will need to be manually edited by an admin, or the report unapproved and submitted again
Report Title Formula Reference
Report-level data
| Formula | Example | Description |
|---|---|---|
{report:id} |
R00I7J3xs5fn | Unique report ID in a base 62 representation |
{report:oldID} |
R3513250790654885 | unique report ID |
{report:total} |
$325.34 | Total amount on report |
{report:type} |
Expense Report | Report type (Expense Report, Invoice, Bill) |
{report:reimbursable} |
$143.43 | Reimbursable amount |
{report:currency} |
USD | Currency used |
{field:Employee ID} |
123456 | Custom field from the report |
{report:created} |
2024-09-15 12:00:00 | When report was created |
{report:created:yyyy-MM-dd} |
2024-09-15 | Created date (custom format - see below for more formats) |
{report:startdate} |
2024-09-15 | Earliest expense date |
{report:enddate} |
2024-09-26 | Latest expense date |
{report:submit:date} |
2023-09-15 12:00:00 | Submission time |
{report:submit:date:yyyy-MM-dd} |
2023-09-15 | Submission date (formatted) |
{report:approve:date} |
2011-09-25 12:00:00 | Approval timestamp |
{report:approve:date:yyyy-MM-dd} |
2011-09-25 | Approval date (formatted) |
{report:expensescount} |
10 | Number of expenses |
{report:workspaceName} |
Sales | Name of the workspace |
{report:status} |
Approved | Current report status |
{report:submit:to} |
alice@email.com | Approver’s email |
{report:submit:from} |
Sally Ride | Submitter full name |
{report:submit:from:firstname} |
Sally | Submitter’s first name |
{report:submit:from:lastname} |
Ride | Submitter’s last name |
{report:submit:from:fullname} |
Sally Ride | Submitter full name |
{report:submit:from:email} |
sride@email.com | Submitter email |
{report:submit:from:customfield1} |
100 | Submitter custom field 1 |
{report:submit:from:customfield2} |
1234 | Submitter custom field 2 |
Date Format Options
Customize date appearance with these formats:
| Format | Example |
|---|---|
| M/dd/yyyy | 5/23/2024 |
| MMMM dd, yyyy | May 23, 2024 |
| dd MMM yyyy | 23 May 2024 |
| yyyy/MM/dd | 2024/05/23 |
| MMMM, yyyy | May, 2024 |
| yy/MM/dd | 24/05/23 |
| dd/MM/yy | 23/05/24 |
| yyyy | 2024 |
Advanced Formula Functions
Add | functions to format results:
| Function | Example | Description |
|---|---|---|
frontpart |
{report:submit:from:email|frontpart} → alice |
Gets first word or string before @ |
substr:x |
{report:policyname|substr:20} → Sales Expenses |
Trims to first x characters |
substr:x:y |
{report:policyname|substr:20|frontpart} → Sales |
Chains multiple functions |
domain |
{report:submit:from:email|domain} → email.com |
Returns email domain |
FAQ
Can members edit their report names?
Only if the Enforce Custom Report Names toggle is turned off. When enforcement is enabled, members won’t be able to change report titles manually.
Why did a report title stop updating?
Custom report titles stop updating after the report is Approved or Reimbursed. To change the title, you’ll need to manually edit it or unapprove and resubmit the report.
What happens if I change a member’s name or a report field?
Custom report names are based on a snapshot at the time of submission. For example, if a member updates their name after submitting a report, the report title won’t update automatically. You’ll need to manually change the report title or have the report resubmitted.
Can I use custom fields in report titles?
Yes! You can reference any custom field from your workspace in the report title using the format:
{field:Your Custom Field Name}
Make sure the field name matches exactly.
Are custom report names available on mobile?
Yes, report names appear on both mobile and web. However, the Custom Report Names setting must be configured from the web.
