Easily manage your business expenses in New Expensify with our streamlined report-first workflow. This guide walks you through creating, editing, submitting, and even retracting expense reports when needed.

Create a Report

Follow these steps to build and submit an expense report manually.

Step 1: Create an empty report

1. Tap the green ➕ Create button at the bottom of your screen.
2. Select Create report.
3. Choose the workspace for your report:
   • If you’re in one workspace, it will be selected automatically.
   • If you’re in multiple, you’ll be prompted to choose one.
4. A draft report will open with the workspace’s default title.

Note: The report will display “This report is empty” until expenses are added.

Step 2: Add expenses to the report

Inside the draft report, tap Add expense to include expense items.

Option A: Create a new expense:

1. Tap Add expense > Create new expense.
2. Enter the expense details (amount, merchant, category).
3. The expense is added directly to the report.

Option B: Add existing unreported expenses:

1. Tap Add expense > Add unreported expenses.
2. Select the expenses you want to include.
3. Tap Add to report.

Step 3: Submit the report

1. Once the report includes at least one expense, the Submit button will appear.
2. Tap Submit.
3. A confirmation message will appear after submission.

Note: If your workspace uses instant submit, your report may auto-submit once a valid expense is added.

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Fix and Retract Submitted Reports

Submitted a report too early? Need to add or remove an expense? You can retract submitted reports using the Undo Submit or Undo Close actions.

Retract means returning a report from closed or processing back to the open state so you can edit it.

• Undo submit: The retract button for processing reports
• Undo close: The retract button for closed reports

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Report Creation for Different Use Cases

New Expensify’s report-first flow supports multiple business needs. Below are some common use cases.

Client-Based Reporting

Best for: Consultants or teams managing multiple clients.

• Create a separate report for each client.
• Title the report with the client’s name or project code.
• Add all related expenses.
• Submit monthly or after the project ends.

Project-Based Reporting

Best for: Teams organizing expenses by project.

• Create a new report for each project.
• Use project-specific titles or tags.
• Add expenses in real time or in bulk.
• Submit when the project wraps up.

Monthly or Periodic Reporting

Best for: Employees submitting regular monthly reports.

• At the start of the month, tap Create report.
• Title it (e.g., “March 2025 Expenses”).
• Add expenses as they occur.
• Submit at the end of the month.

Travel-Specific Reporting

Best for: Frequent travelers or trip-based expense tracking.

• Create a report at the start of each trip.
• Add travel-related expenses during or after the trip.
• Include notes and receipts if needed.
• Submit after the trip ends.

Team or Department-Level Reports

Best for: Managers submitting on behalf of a team.

• Create a report titled by team or department (e.g., “Marketing – Q2 Events”).
• Add shared team expenses.
• Tag teammates in descriptions if useful.
• Submit based on your internal process.