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Viewing Expenses

The Expenses page shows all your expenses in one place. Here's how to find, filter, and manage your expense history.

The Expense List

Go to Expenses in the sidebar to see all your expenses.

Expense List Desktop

Expense List Mobile

What You See

Each expense row shows:

Column Description
Merchant Where you made the purchase
Category Type of expense (with icon)
Amount How much you spent
Date When the purchase was made
Status Current status (see below)
Receipts Number of attached receipts
Actions Menu for edit, view, delete

Expense Statuses

Expenses move through these statuses:

Status Badge Color Meaning
Draft Gray Saved but not submitted
Submitted Blue Sent for approval
Approved Green Approved by manager/finance
Rejected Red Rejected - needs revision
Paid Purple Reimbursement processed

Filtering Expenses

Use filters to find specific expenses:

By Status

  1. Click the Status filter dropdown
  2. Select one or more statuses
  3. The list updates to show only matching expenses

By Category

  1. Click the Category filter dropdown
  2. Select one or more categories
  3. View expenses in those categories only

By Date Range

  1. Click the Date filter
  2. Select a preset range (This Month, Last Month, etc.) or
  3. Choose Custom and pick start/end dates
  1. Type in the Search box
  2. Search matches merchant names
  3. Results filter as you type

Combine Filters

You can use multiple filters at once. For example: "Meals" + "Last Month" + "Approved" shows all approved meal expenses from last month.

Viewing Expense Details

Click any expense to see its full details:

  • Receipt preview - View attached receipt images
  • OCR data - See what was extracted automatically
  • Timeline - Track status changes over time
  • Approval history - See who approved/rejected and when

Receipt Preview

In the expense detail view:

  1. Click the receipt thumbnail to expand
  2. Use zoom controls to see details
  3. Click Download to save the original file
  4. Click Open in New Tab for full-screen view

Batch Actions

Select multiple expenses for bulk actions:

  1. Check the checkbox next to each expense
  2. Or click Select All in the header
  3. Available actions appear in the toolbar:
    • Add to Report - Group into an expense report
    • Delete - Remove draft expenses

Batch Actions Desktop

Sorting Expenses

Click column headers to sort:

  • Date - Newest or oldest first
  • Amount - Highest or lowest first
  • Merchant - Alphabetical order

An arrow shows the current sort direction.

Exporting Expenses

Finance users can export expense data:

  1. Apply filters to select expenses
  2. Click Export in the toolbar
  3. Choose format (CSV or PDF)
  4. Download the file

See Exports for more details.

Expense Actions

View

  1. Click the expense row or View in the menu
  2. See full expense details
  3. View attached receipts

Edit

  1. Click Edit in the three-dot menu
  2. Make your changes
  3. Click Save

Edit Restrictions

You can only fully edit draft expenses. Submitted expenses have limited editing options.

Delete

  1. Click Delete in the three-dot menu
  2. Confirm the deletion
  3. The expense is permanently removed

Draft Only

Only draft expenses can be deleted. Submitted or approved expenses cannot be deleted.

Add to Report

  1. Select one or more draft expenses
  2. Click Add to Report
  3. Choose an existing report or create a new one
  4. The expenses are added to the report

See Creating Reports for more details.

Next: Creating Reports →