Merging expenses helps you quickly resolve duplicates when automatic SmartScan merges don’t catch everything. This guide walks you through manually merging two expenses from the expense view or Reports page.

Merge expenses

You can merge two expenses if at least one is a cash expense. You cannot merge two card expenses. Merging is only available for editable expenses (such as those that are unsubmitted or awaiting first-level approval).

Merging from an individual expense

1. In the left-hand menu, select Reports > Expenses
2. Tap the expense you’d like to merge from.
3. Tap the More button, then select Merge.
4. Choose another eligible expense to merge with.
   • You can only select one.
   • Expenses are sorted by date (newest first).
   • If there are no eligible matches, you’ll see:
     “You don’t have any expenses that can be merged with this one. Learn more.”
5. If only one expense has a receipt, it’s selected automatically. If both do, you’ll be asked to choose.
6. Select the details you want to keep from each expense—like merchant name, amount, or category.
7. Tap Continue, then Confirm to complete the merge.

Eligible expenses for merging

To merge two expenses, they must meet all of the following:

• By type:
  • You can merge a cash expense with another cash expense, or a cash expense with a card expense.
  • You cannot merge two card expenses.
• By permission:
  • Submitters can merge their own expenses (including unreported and in-progress ones).
  • Approvers and Admins can merge expenses on the same report
• By status:
  • Both expenses must be editable. That includes unreported expenses, or ones on a Draft or Processing report that hasn’t yet been approved.

What happens when you merge?

• One expense is kept, and the details you choose will be used for the final version.
• The other expense is merged into the final one and no longer shown separately.
• If one expense is a card transaction, it will always be the one that’s kept.
• If both are cash expenses, the one you started the merge from will be kept.

FAQ

Can I merge two card expenses?

No. Only one card expense can be part of a merge. You can merge:

• Two cash expenses
• One cash and one card expense

What happens to the other expense?

It’s merged into the final expense and no longer appears separately. Its details are combined based on what you selected.

What if the expenses have the same details?

If there are no differences to resolve, the system automatically keeps the shared values without prompting you.

Why don’t I see the Merge option?

Check these conditions:

• You must have permission to edit both expenses.
• At least one expense must be a cash transaction.
• The expenses must be editable (not submitted or fully approved).