Managing Expenses in a Report
This article walks you through how to manage expenses within a report in New Expensify—from adding and removing expenses to how they interact with comments and system messages.
Managing Expenses in a Report
Add Expenses to a Report
You can add expenses to a report in two ways:
Create a new expense
- Open the draft report.
- Click Add expense → Create new expense.
- Fill in the expense details, then click Save.
- The new expense appears instantly in the report table.
Add existing unreported expenses
- Click Add expense → Add unreported expenses.
- Select one or more expenses from the list.
- Click Add to report.
Note: Expenses added this way will instantly appear in the report’s expense table.
Remove (Delete) Expenses From a Report
You can remove one or multiple expenses:
Remove a single expense
- Open the report.
- Check the box next to the expense you want to remove.
- Click the Bulk actions menu → Select Delete.
Remove multiple expenses
- Select the checkboxes for the expenses you want to delete.
- From the Bulk actions menu, click Delete.
Note: Deleted expenses return to your Self DM and reappear in the Add unreported expenses list.
Move Expenses to Another Report
To transfer expenses between reports:
- Check the boxes next to the expense(s).
- Open the Bulk actions menu → Select Move expense(s).
- Choose a destination report from the panel.
Note:
- Moved expenses disappear from the current report.
- They appear in the selected destination report.
- A system message logs this change for tracking.
How Expenses Appear in the Report Table
Each report includes a table that shows all added expenses.
What you’ll see in each row
- Date
- Merchant
- Category
- Amount
- Policy violations (if applicable)
- Clickable rows that open details in the side panel
Behavior highlights
- New expenses briefly highlight when added.
- Checkboxes allow you to take group actions.
- Expenses are listed in reverse chronological order (newest first).
Comments and How They Relate to Expenses
Every report has a comment thread for collaboration and context.
Comment features
- Thread appears below the report table.
- Supports mentions, questions, and internal notes.
- Updates live for all members in the workspace.
How comments relate to expenses
- Reference expenses manually (e.g., “Why is the $150 Uber charge included?”).
- Comments stay with the report, even if expenses are moved or deleted.
- Comments aren’t tied to a specific expense, but they’re context-aware.
Note: On an empty report, the layout shifts to show the comment thread more clearly.
System Messages and Audit Trail
System messages like “Expense moved” or “Report submitted” appear in the same thread as comments to help keep a clear audit trail. This makes it easier to track changes and approval workflows.
Troubleshooting the Reports Page
Why Can’t I Find a Report I Just Created?
Possible reasons:
- You’re filtered into a different workspace.
- The report preview is in Inbox > Workspace chat.
- Your search term doesn’t match the report name.
Solutions:
- Clear filters and search again.
- Look in Inbox > Workspace chat for previews.
- Use broader or partial search terms.
- Confirm you’re in the right workspace.
Why is the “Create report” Button Missing?
Possible reasons:
- You’re in a workspace not using New Expensify.
- You’re part of a free or personal workspace.
Solutions:
- Switch to a Collect or Control workspace.
- Make sure chat features are enabled.
- Ask a Workspace Admin to enable New Expensify or invite you to an eligible workspace.
Why Can’t I Submit a Report?
Possible reasons:
- The report has no expenses.
- The workspace uses instant submit, and it already submitted.
- Expenses are incomplete, have policy violations, or are still SmartScanning.
Solutions:
- Add at least one valid expense.
- Check expense statuses (e.g., missing receipts).
- If instant submit is enabled, the report might auto-submit.
Why Don’t I See All My Unreported Expenses?
Possible reasons:
- The expenses are already included in another report.
- Filters are hiding them.
- They’re from another workspace or were already submitted.
Solutions:
- Clear filters in the Add expense screen.
- Review other reports to avoid duplicates.
- Check your Self DM for unreported expenses.
Why Can’t I Move or Delete Expenses From a Report?
Possible reasons:
- You don’t have permission to edit the report.
- The report has been submitted or is under review.
Solutions:
- Only the report creator can edit draft reports.
- Submitted reports are locked from edits.
- If allowed, withdraw the report or ask a Workspace Admin for help.
Why is The Report Total Incorrect or Missing Expenses?
Possible reasons:
- Filters are hiding expenses.
- The page hasn’t updated fully.
Solutions:
- Refresh or hard reload the page.
- Clear any active filters.
- Check system messages for recent changes.
