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Creating Expense Reports

Expense reports group multiple expenses together for batch submission and approval. This makes it easier to submit all expenses from a business trip or project at once.

Why Use Reports?

Reports help you:

  • Group related expenses - All costs from one trip in one place
  • Submit together - One approval for multiple expenses
  • Better organization - Easy to track and reference
  • Easier export - Download all related expenses at once

Example Report

"Dallas Sales Trip - November 2025"

  • Flight to Dallas: $450
  • Hotel (3 nights): $525
  • Uber rides: $85
  • Client dinner: $180
  • Total: $1,240

Creating a New Report

  1. Go to Reports in the sidebar
  2. Click New Report
  3. Enter a report name (be descriptive!)
  4. Optionally add a description
  5. Click Create

Create Report Desktop

Create Report Mobile

Naming Your Report

Good report names are:

  • Descriptive: "NYC Client Meeting - Dec 2025"
  • Dated: Include month/year for easy reference
  • Purposeful: Mention the trip, project, or purpose

Naming Examples

Good names:

  • "Q4 Marketing Conference - Denver"
  • "Client Site Visit - ABC Corp - Nov 2025"
  • "Weekly Office Supplies - Dec 2025"

Poor names:

  • "Expenses"
  • "Trip"
  • "November"

Adding Expenses to a Report

Method 1: From the Report

  1. Open your report
  2. Click Add Expenses
  3. Select expenses from the list (only draft expenses appear)
  4. Click Add to Report

Method 2: From the Expense List

  1. Go to Expenses
  2. Select one or more draft expenses (checkboxes)
  3. Click Add to Report in the toolbar
  4. Choose an existing report or create a new one

Method 3: During Expense Creation

  1. When creating a new expense
  2. At the bottom of the form, click Add to Report
  3. Select an existing report
  4. The expense is automatically added

Report Contents

Once you add expenses, your report shows:

Column Description
Merchant Where each expense was made
Category Type of expense
Amount Individual expense amounts
Date When each expense occurred

Automatic Totals

Expensed automatically calculates:

  • Total amount - Sum of all expenses in the report
  • Expense count - Number of expenses included
  • Date range - From earliest to latest expense

These update automatically when you add or remove expenses.

Editing a Report

While a report is in draft status:

  1. Open the report
  2. Click Edit (pencil icon)
  3. Change the name or description
  4. Click Save

Removing Expenses from a Report

  1. Open the report
  2. Find the expense you want to remove
  3. Click the X or Remove button
  4. The expense returns to your unreported expenses

Expense Not Deleted

Removing an expense from a report doesn't delete the expense. It just unlinks it from this report.

Deleting a Report

To delete a draft report:

  1. Open the report
  2. Click the three-dot menu (⋮)
  3. Select Delete Report
  4. Confirm the deletion

What Happens to Expenses?

When you delete a report, the expenses inside are not deleted. They return to your unreported expenses list.

Report Limits

Some organizations set limits on reports:

  • Maximum expenses per report
  • Maximum amount per report
  • Required expenses (e.g., all trips must have lodging receipt)

Check with your admin for your organization's policies.

Best Practices

  1. Name reports descriptively - Include purpose, location, and date
  2. Group logically - One report per trip or project
  3. Complete before submitting - Add all expenses before hitting submit
  4. Review totals - Check the automatic total matches your records
  5. Add trip details - Use the description field to explain the business purpose
  6. Don't wait too long - Submit reports promptly for faster reimbursement

Next: Submitting Reports →

Related: Creating Expenses | Tracking Status | Status Workflow