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.

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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.

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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).

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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.

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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.

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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.

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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)