Easily add, delete, or move expenses within reports in New Expensify. This guide covers how to manage expenses using the expense table on both web and mobile.

Managing Expenses in a Report

Who can edit or modify expenses in a report

• Edit expenses on a report: The member who created the report, and Workspace Admins.
• Add expenses to a report: Only the member who created the report.
• Remove expenses from a report: Only the member who created the report.
• Delete an expense: Only the member who created that specific expense.

To edit expenses in Approved or Paid reports, a workspace admin will need to unapprove the report first.

How to Add Expenses to a Report

Option 1: Create a new expense

1. Open the draft report.
2. Click More > Add expense > Create expense
3. Enter the details and click Create expense.

Option 2: Add existing unreported expenses

1. Open the draft report.
2. Click More > Add expense > Add unreported expense.
3. Click one or more expenses.
4. Click Add to report.

How to Move or Remove Expenses from a Report

You can move expenses to a different report or remove them entirely.

To move or remove a single expense from a report:

1. Open the draft report.
2. Click the checkbox next to the expense(s) you want to move.
3. Choose the green selected button > Move expense(s).
4. Choose a destination report or select Remove from report.

To move or remove all expenses from a report

1. In the left side tabs, choose Reports > Reports
2. Click the report with the expense(s) you want to move.
3. Choose the green selected button > Move expense(s).
4. Choose a destination report or select Remove from report.

How to Delete Expenses on a Report

Delete a single expense

1. Open the draft report.
2. Check the box next to the expense.
3. Click the green selected button > Delete.

Delete multiple expenses

1. Check the boxes for all expenses you want to delete.
2. Click the green selected button > Delete.

How to Edit Expenses in Approved or Paid Reports

Approved and Paid reports are locked for editing. To make changes:

1. (Admins only) Open the report.
2. Click More > Cancel Payment if Paid.
3. Then select More > Unapprove.
4. The member can then select More > Undo Submit.
5. Once reopened, expenses can be edited or removed.

Note: If the report was exported to accounting, delete it from that system before re-exporting.

How to View and Use the Expense Table

Each report includes a table showing all attached expenses.

The table displays:

• Date
• Merchant
• Category
• Amount
• Workspace violations (if applicable)

Clicking a row opens the full expense in a side panel (web) or details screen (mobile).

FAQ

Why can’t I delete an expense from a report?

Only the member who originally created the expense can delete it. If you didn’t create the expense, ask the creator or a Workspace Admin for help.

Why don’t I see the option to move or remove expenses?

You’ll only see the Move or Remove options if you created the report. Workspace Admins can also help with this if needed.

Why can’t I edit anything in the report?

If the report is Approved or Paid, it’s locked. A Workspace Admin needs to unapprove it first before making changes.

Can someone else add expenses to my report?

No. Only the member who created the report can add expenses to it.

What happens if I delete an expense from a report?

The expense is removed from the report and deleted entirely.