Submitting Reports

Once your report is complete, submit it for approval. Here's how the submission process works.

Before You Submit

Make sure your report is ready:

• [ ] All expenses have receipts (if required)
• [ ] Amounts are correct
• [ ] Categories are appropriate
• [ ] Notes explain business purposes
• [ ] Report name is descriptive

Cannot Edit After Submission

Once submitted, you can only make limited edits. Review everything carefully before submitting.

How to Submit

1. Go to Reports in the sidebar
2. Open your draft report
3. Click the Submit button
4. Confirm the submission
5. Status changes to "Submitted"

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What Happens Next

After submission:

1. Your manager receives notification - Email and in-app notification
2. Report appears in approval queue - Managers see it in their Approvals page
3. You receive updates - Notifications when status changes

Approval Workflow

Depending on your organization's settings:

You Submit → Manager Approves → (Finance Approves) → (Admin Approves) → Paid

Some reports only need manager approval. Others require multiple levels based on amount or category.

Multi-Level Approvals

For larger expenses, multiple approvers may be required:

Amount	Approvers Needed
Under $500	Manager only
$500 - $2,000	Manager + Finance
Over $2,000	Manager + Finance + Admin

Varies by Organization

These thresholds are examples. Your organization may have different rules.

Tracking Your Submission

After submitting:

1. Go to Reports
2. Find your report (status: Submitted)
3. Click to open and see:
   • Current approval step
   • Who needs to approve
   • Timeline of actions

The Timeline

The timeline shows:

• Created - When you made the report
• Submitted - When you sent for approval
• Approved by [Name] - Who approved and when
• Rejected by [Name] - If rejected, with reason

If Your Report is Rejected

When a report is rejected:

1. You'll receive a notification
2. Open the report to see the rejection reason
3. The status changes to "Rejected"
4. You can now edit and resubmit

Common Rejection Reasons

Reason	How to Fix
Missing receipt	Add the required receipt
Wrong category	Change to correct category
Needs clarification	Add notes explaining the expense
Policy violation	Adjust expense to meet policy
Duplicate expense	Remove the duplicate

Resubmitting

After fixing the issues:

1. Make necessary changes
2. Click Resubmit
3. The report goes back for approval
4. The approval process starts over

Editing After Submission

While submitted (before approval):

Can Edit	Cannot Edit
Notes	Expenses
-	Amounts
-	Categories
-	Receipts

To change expenses, you'll need to:

1. Ask your manager to reject the report
2. Make your changes
3. Resubmit

Withdrawing a Submission

To pull back a submitted report:

1. Open the report
2. Click Withdraw (if available)
3. Status returns to Draft
4. Make your changes
5. Submit again when ready

Withdrawal May Not Be Available

Some organizations don't allow withdrawal once submitted. Check with your admin.

Email Notifications

You'll receive emails for:

• Report submitted confirmation
• Approved by each approver
• Rejected with reason
• Reimbursement processed

Manage these in Notification Preferences.

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Next: Tracking Status →