Suggested Search

Suggested Search helps you quickly take action on expense reports you need to submit, approve, pay, or export, all tailored to your role in a workspace.


Suggested Search in New Expensify

Navigation: Left-hand Menu > Reports > Expense Reports > Suggested Search.

Suggested Search surfaces key report actions in your Reports page so you can:

  • Submit any expenses that are waiting for you to action them.
  • Approve reports that need your review.
  • Pay approved reports ready for reimbursement.
  • Export finalized reports to accounting platforms.

These shortcuts are personalized based on your role and workspace configuration, helping you process reports in batches without an advanced search.


How to Use Suggested Search

Suggested Search options appear under the To-do section in the left-hand menu, alongside an Explore section for general browsing.

Depending on your role, you’ll see shortcuts like:

  • Submit – Reports you’ve drafted and need to submit.
  • Approve – Reports awaiting your review.
  • Pay – Reports ready for reimbursement.
  • Export – Reports ready for accounting export (e.g., to QuickBooks).

Workflow Breakdown

Here’s how these actions are usually completed manually and how Suggested Search streamlines them for you.

Submit

  1. Go to Reports > Expense Reports.
  2. Click the Drafts tab.
  3. Use the Filter to select From: yourself.
  4. View and submit your draft reports.

Approve

  1. Go to Reports > Expense Reports.
  2. Click the Outstanding tab.
  3. Use the Filter to select To: yourself.
  4. View reports that need your approval.

Pay

  1. Go to Reports > Expense Reports.
  2. Click the Approved tab.
  3. Use the Filter to select To: yourself.
  4. View approved reports ready for payment.

Export

  1. Go to Reports > Expense Reports.
  2. In the search bar, enter: status:approved,paid,done.
  3. View finalized reports eligible for export.

Member Views and Access

All members

  • Can access Reports, Expenses, and Chats (Inbox tab) from the Explore section.
  • If no reports exist, Suggested Search will prompt you to create one.

Employees (Submitters)

  • See Submit when they have unsubmitted reports.
  • See a confirmation message (e.g., “All caught up!”) when nothing remains.

Approvers

  • See Approve for reports awaiting their review.
  • See a message like “Nothing left to review” when done.

Admins (Payments)

  • See Pay for reports ready to reimburse.
  • See a celebratory message (e.g., “All reports paid!”) when cleared.

Admins (Exports)

  • See Export for reports eligible for accounting export (e.g., to QuickBooks Online).
  • Filter uses exported:never to show only unexported reports.

Best Practices

  • Start with the To-do section to prioritize daily report actions.
  • Save your favorite filters or searches for reuse.
  • Use advanced search only when needed for specific cases.

FAQ

What if I don’t see the Submit, Approve, Pay, or Export options?

Suggested searches only appear when:

  • You have reports that require those actions.
  • You have the correct workspace permissions (e.g., Admin, Approver).

Can I use Suggested Search across multiple workspaces?

Not yet. The Workspace filter is currently single-select. Multi-workspace support is planned for a future update.

What is the difference between Explore and To-do?

  • Explore = General browsing (e.g., Expenses, Chats)
  • To-do = Personalized actions based on your role (e.g., Submit, Approve, Pay, Export)

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