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Tracking Report Status

Keep tabs on your expense reports from submission to reimbursement.

Report Statuses

Your reports move through these stages:

Status What It Means What You Can Do
Draft Not yet submitted Edit, add expenses, delete
Submitted Waiting for approval View, limited edits
Approved All approvals complete View only
Rejected Needs changes Edit, resubmit
Paid Reimbursement sent View only

Viewing Report Status

From the Reports List

  1. Go to Reports in the sidebar
  2. Each report shows its current status badge
  3. Filter by status using the dropdown

Report List Desktop

Report List Mobile

From Report Details

  1. Click any report to open it
  2. See the status badge at the top
  3. View the detailed timeline below

The Approval Timeline

Each report has a timeline showing its history:

📝 Created
   December 15, 2025 at 9:30 AM

📤 Submitted
   December 15, 2025 at 2:15 PM

✅ Approved by Sarah Johnson (Manager)
   December 16, 2025 at 10:45 AM

✅ Approved by Mike Chen (Finance)
   December 17, 2025 at 3:30 PM

💰 Marked as Paid
   December 18, 2025 at 11:00 AM

Multi-Level Approval Progress

For reports requiring multiple approvals:

  1. Open the report
  2. Scroll to the Approval Progress section
  3. See each approval step:
Step Status Approver
1. Manager Approved Sarah Johnson
2. Finance Pending Waiting...
3. Admin Not started -

Sequential Approvals

Each step must complete before the next one starts. Finance can't approve until the manager approves.

Status Notifications

You'll receive notifications when your report status changes:

In-App Notifications

  1. Click the bell icon 🔔 in the top bar
  2. See recent status updates
  3. Click to go directly to the report

Email Notifications

Depending on your settings, you'll receive emails for:

  • ✅ Report approved
  • ❌ Report rejected (with reason)
  • 💰 Reimbursement processed

Manage email preferences in your profile settings.

Understanding Rejections

If your report is rejected:

  1. You'll see a red "Rejected" status
  2. Open the report to see the rejection reason
  3. The rejector's comments appear in the timeline
  4. Status changes back to allow editing

Common Rejection Reasons

Reason What to Do
"Missing receipt for hotel" Add the hotel receipt
"Exceeds meal limit of $50" Split into multiple meals or get approval
"Need business purpose" Add notes explaining the expense
"Wrong category selected" Change to the correct category

Resubmitting After Rejection

  1. Open the rejected report
  2. Review the rejection reason
  3. Make the necessary fixes
  4. Click Resubmit
  5. The report goes back for approval

Address All Issues

Fix everything mentioned in the rejection to avoid being rejected again.

Filtering Reports by Status

To find reports in a specific status:

  1. Go to Reports
  2. Click the Status filter
  3. Select one or more statuses:
    • All
    • Draft
    • Submitted
    • Approved
    • Rejected
    • Paid

Quick Actions by Status

Status Available Actions
Draft Edit, Add Expenses, Delete, Submit
Submitted View, Withdraw (if allowed)
Approved View, Download
Rejected Edit, Resubmit
Paid View, Download

Checking Reimbursement Status

Once approved, track your reimbursement:

  1. Open the paid report
  2. See the Payment Details section:
    • Payment date
    • Payment method (ACH, check, etc.)
    • Amount paid
    • Bank account (last 4 digits)

Download Report Summary

For any report:

  1. Open the report
  2. Click Download or Export
  3. Choose PDF or CSV format
  4. Save the summary for your records

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