Using Reports in New Expensify

Expensify’s Reports feature introduces a powerful way to access and manage financial data across the platform. Focusing on resolving previous inefficiencies, Reports offers enhanced filtering, expanded search capabilities, and improved user experience across devices.

Main Uses

  • Find specific transactions or expenses - Easily locate individual expenses or invoices, such as a Starbucks receipt or unpaid invoices.
  • Analyze spending patterns - Use Reports to search by categories like “Meals & Entertainment” to review spending over a specific period.
  • Streamline accounting processes - Simplify month-end tasks by locating unsubmitted or unapproved reports.

Core Users

  • Sole proprietors and employees - Access personal transaction data quickly.
  • Managers and finance teams - Review team expenses and monitor unapproved reports.
  • Accountants - Simplify data discovery and improve efficiency in managing financial records.

Key Advantages

  • Advanced filtering options - Customize report results with filters for categories, statuses, and dates.
  • Cross-platform consistency - Enjoy a seamless experience across desktop and mobile platforms.
  • Saved reports - Save and revisit frequently used report queries for recurring tasks.

Report Filters

Expensify’s report filters help users narrow down results to find specific data. Filters include:

  • Type-based filters - Categorize data by expenses, invoices, trips, and chats.
  • Contextual filters - Further refine results based on the selected type. For example:
    • Expenses: Outstanding, Approved, Paid
    • Invoices: Outstanding, Paid
    • Trips: Drafts, Upcoming, In Progress, Past
  • Advanced filters - Enable precise reports using query syntax (e.g., type:expenses status:approved).

Search Format

Using this search format allows you to define complex report parameters using simple text commands.

  • Reports I need to submit: type:expense status:drafts from:"employee@yourdomain.com"
  • Expenses that haven’t been paid back yet: type:expense status:approved from:"employee@yourdomain.com" expense-type:cash
  • Search by category (e.g., all “Meals & Entertainment” expenses): type:expenses category:"Meals & Entertainment"
  • Locate unapproved reports: status:unapproved
  • Unapproved employee expenses: type:expense status:outstanding
  • Unpaid employee expenses: type:expense status:approved
  • All card spend from December 2024: type:expense status:all expense-type:card posted<=2024-12-31 posted>=2024-12-01

Access Search Commands:

  • Option 1: Click Reports at the bottom of the left-hand navigation bar.
  • Option 2: Click the magnifying glass in the upper-right corner.

Reports Overview by Type

Expenses – Quickly Locate Your Expense Details

Advanced filtering options in the Reports feature allow you to locate specific expenses without unnecessary scrolling or manual searches.

Use Filters To:

  • View expenses by status, such as Drafts, Outstanding, or Paid.
  • Search for expenses by category (e.g., “Meals & Entertainment”) or merchant (e.g., “Starbucks”).
  • Analyze unapproved expenses to manage pending reimbursements or approvals efficiently.

Chats – Access Specific Conversations Instantly

Your communication history is always accessible in one place, helping you stay organized and responsive.

Features Include:

  • Search for specific messages by keyword or participant.
  • Filter chats by Unread, Drafts, or All to focus on relevant discussions.
  • Quickly locate conversations with links, attachments, or references to expenses and reports.

Invoices – View and Manage Invoices Effortlessly

The Invoices section of Reports provides a streamlined way to handle billing.

Key Functionalities:

  • View invoices by status, such as Outstanding or Paid.
  • Filter invoices to locate specific client transactions quickly.
  • Access detailed invoice data, including amounts, due dates, and payment statuses.

Trips – Navigate to Trip-Related Data with Ease

The Trips section in Reports helps you stay on top of travel-related information:

Features Include:

  • Filter trips by status, such as Drafts, Upcoming, In Progress, or Past.
  • Search for trip details using destination, dates, or traveler names.
  • Access hybrid reports for trips with multiple bookings to get a complete view of expenses and itineraries.

Using Filters

To refine report results using filters:

  1. Press the Reports icon (🔍) to open the report router.
  2. Enter a keyword or phrase in the search bar.
  3. Select a Type-based filter (e.g., Expenses, Invoices) from the tab bar.
  4. Tap Filters to view advanced filtering options.
  5. Customize your report by applying filters such as category, status, or date.
  6. Press Apply to see the refined results.

Saving Reports

Save frequently used report queries for quick access:

  1. Perform a report query using the report router and filters.
  2. Tap Save Report in the Filters menu.
  3. Name the report or use the default name based on the query syntax.
  4. Access saved reports:
    • On desktop: In the Saved section of the left-hand menu.
    • On mobile: In the Type button menu at the top of the page.
  5. Rename or delete a saved report using the three-dot menu next to the report.

FAQ

Why can’t I see some advanced filters?

Advanced filters are enabled incrementally. If a filter isn’t visible, ensure that your workspace or account settings support the relevant feature (e.g., categories, statuses).

Why are my mobile and desktop report experiences slightly different?

Expensify ensures cross-platform consistency where possible. However, certain features, like the layout of filters or saved reports, are optimized for device-specific usability.

How do I find unsubmitted reports?

Use the following steps to locate unsubmitted reports:

  1. Go to the Reports page.
  2. Select Expenses from the Type-based filter.
  3. Apply the Drafts contextual filter to view all unsubmitted reports.

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