Merge pull request Expensify#88415 from Expensify/claude-docsUpdatesSearchGroupings

Author: trjExpensify

docs/articles/new-expensify/reports-and-expenses/Accounting-Search-Shortcuts.md

@@ -0,0 +1,78 @@
+---
+title: Accounting Search Shortcuts
+description: Use the Accounting search shortcuts on the Spend page to review expense status, prepare for export, and reconcile transactions with your accounting records.
+keywords: [New Expensify, accounting expensify, reconcile expenses, awaiting export, cash accruals, card accruals, card statements, bank reconciliation, month-end close, search shortcut, accounting shortcut]
+internalScope: Audience is Workspace Admins. Covers using the Accounting section to review expense states and support reconciliation workflows. Does not cover exporting or performing reconciliation in detail.
+---
+
+# Accounting Search Shortcuts
+
+The **Accounting** search shortcuts on the **Spend** page bring together the expense views you need to reconcile your records and close your books. It helps you identify what’s ready to export, what still needs attention, and what should be matched against statements or bank data.
+
+Workspace Admins can use these shortcuts to validate totals, track liabilities, and ensure your expenses align with accounting records before and after export.
+
+---
+
+## Who can use Accounting search shortcuts
+
+Workspace Admins with:
+- Approvals turned on
+- Either reimbursements enabled or at least one card feed connected
+
+---
+
+## How to use the Accounting search shortcuts
+
+1. In the navigation tabs (on the left on web, on the bottom on mobile) select **Spend**. 
+2. In the **Accounting** section, choose a search shortcut based on what you need to review.
+3. Use filters like **Date**, **Feed**, or **Posted** to refine your view.
+4. Review the **Total** in the footer to understand the amount for that view.
+
+Once you’ve reviewed the expenses, you can export them to a CSV if you need to share or work with the data outside of Expensify. Learn how to [export expenses to a CSV](/articles/new-expensify/reports-and-expenses/How-to-Export-Expenses#how-to-export-multiple-expenses).
+
+---
+
+## What each Accounting search shortcut shows you
+
+- **Awaiting export**: Reports that are approved and ready to be exported to your accounting system.
+- **Cash accruals**: Reimbursable expenses that are not yet approved and may need to be accrued.
+- **Card accruals**: Imported card expenses that are not yet approved and may need to be accrued.
+- **Card statements**: Credit card expenses grouped by statement periods to help you reconcile against your card statement.
+- **Bank reconciliation**: Reimbursed reports and Expensify Card settlement withdrawals to help you match transactions with your bank data.
+
+---
+
+## What happens after you review expenses with Accounting search shortcuts
+
+ - You can identify reports that are ready to export to your accounting system.
+ - You can account for unapproved expenses as accruals before closing a period.
+ - You can verify imported credit card expense totals against statements and bank data.
+ - You can ensure your records are complete before and after reconciliation.
+
+---
+
+# FAQ
+
+## Why don’t I see all Accounting search shortcuts?
+
+Some search shortcuts only appear when the required features are enabled:
+
+ - **Cash accruals** requires reimbursements
+ - **Card accruals** and **Card statements** require a card feed
+ - **Bank reconciliation** requires a validated business bank account. 
+
+If a feature isn’t enabled, its shortcut won’t appear.
+
+## Can I export expenses from the Accounting search shortcuts?
+
+Yes. You can export expenses from any shortcut to a CSV file if you need to use the data outside of Expensify.
+
+
+## Why does the total change when I apply filters?
+
+The **Total** reflects only the expenses shown in your current shortcut. Changing filters like **Date**, **Feed,** or **Posted** will update the total based on those results.
+
+## Can I filter Card accruals by feed?
+
+Yes. If you have more than one card feed, a **Feed** filter will appear so you can review one account at a time.
+

docs/articles/new-expensify/reports-and-expenses/Approve-Expenses.md

@@ -32,7 +32,7 @@ On any expense submitted on a report, the approver can:
 
 ## How to review and approve a report
 
-When a report is submitted to you for approval it will appear in the **For you** section on **Home**, and on **Reports** in the **Approve** section. 
+When a report is submitted to you for approval it will appear in the **For you** section on **Home**, and under **Spend** in the **Expense reports** section, under **Needs approval**. 
 
 To review and approve a report submitted to you for approval: 
 
@@ -69,7 +69,7 @@ Workspace admins can bypass the approval workflow on a report to final approve i
 
 ## How to hold an expense
 
-1. In the navigation tabs (on the left on web, and at the bottom on mobile), go to **Reports > Expenses**.
+1. In the navigation tabs (on the left on web, and at the bottom on mobile), go to **Spend > All expenses**.
 2. Locate the expense you want to hold. 
 3. Click the expense to open it. 
 4. Click **More** at the top of the expense.
@@ -81,7 +81,7 @@ To take an expense off hold, follow the same steps but select **Unhold**.
 
 ## How to unapprove a report 
 
-1. In the navigation tabs (on the left on web, and at the bottom on mobile), go to **Spend > Reports**.
+1. In the navigation tabs (on the left on web, and at the bottom on mobile), go to **Spend > All reports**.
 2. Locate the Approved report you want to unapprove. 
 3. Click the report to open it. 
 4. Click **More** at the top of the report. 
@@ -93,9 +93,11 @@ Unapproving a report returns it to the Outstanding state. The last approver will
 
 ---
 
-## How to reject a report 
+## How to reject a report
 
-1. In the navigation tabs (on the left on web, and at the bottom on mobile), go to **Spend > Approve**.
+As the assigned approver, you can reject an entire expense report to return it to the submitter or a previous approver while keeping the report's expense grouping intact.
+
+1. In the navigation tabs (on the left on web, and at the bottom on mobile), go to **Spend > Needs approval**.
 2. Locate the Outstanding report you want to reject.
 3. Click the report to open it.
 4. Click **More** at the top of the report.
@@ -113,8 +115,8 @@ Unapproving a report returns it to the Outstanding state. The last approver will
 
 ## How to reject an expense 
 
-1. In the navigation tabs (on the left on web, and at the bottom on mobile), head to **Spend > Expenses**.
-2. Locate the expense using the search bar or filters.
+1. In the navigation tabs (on the left on web, and at the bottom on mobile), head to **Spend > All expenses**.
+2. Locate the expense you want to reject using the search bar or filters.
 3. Click **View**.
 4. Open the **More** dropdown at the top of the expense.
 5. Select **Reject** and enter a reason (this will be added to the report).

docs/articles/new-expensify/reports-and-expenses/Unapproved-Spend.md

@@ -0,0 +1,63 @@
+---
+title: Use Search Shortcuts
+description: Quickly find and take action on expense reports using role-based search shortcuts on the Spend page.
+keywords: [New Expensify, search, shortcut, Spend page, expense reports filters, submit, approve, pay, in bulk, multiple reports]
+internalScope: Audience is all members. Covers using search shortcuts on the Spend page. Does not cover advanced search operators or saved searches. 
+---
+
+# Use Search Shortcuts
+
+Search shortcuts on the **Spend** page apply pre-built filters that help you quickly find expense reports that need action. These shortcuts are automatically tailored to your role and show only the reports that require your attention.
+
+To create your own custom searches with advanced filtering, [learn how to use search operators](/articles/new-expensify/reports-and-expenses/Using-search-operators). 
+
+---
+
+## Who can use search shortcuts
+
+All members can use search shortcuts, but what you see depends on your role:
+
+ - **Submitters:** See **Drafts** when reports are ready to submit
+ - **Approvers:** See **Needs approval** when reports require review
+ - **Workspace Admins:** See **Ready to pay** when reports are approved and reimbursements are enabled
+
+---
+
+## How to use search shortcuts
+
+1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Spend**.
+2. In the **Expense reports** section, choose a search shortcut. 
+
+Shortcuts include:
+
+- **Drafts** – Reports you need to submit
+- **Needs approval** – Reports awaiting your review
+- **Ready to pay** – Reports ready for reimbursement
+
+Workspace Admins will see additional search shortcuts for reconciliation in the Accounting section. [Learn how to reconcile expenses with Accounting](/articles/new-expensify/reports-and-expenses/Accounting-Search-Shortcuts). 
+
+---
+
+## What happens after you use search shortcuts
+
+ - The selected shortcut opens a filtered list of reports
+ - You can take action directly (submit, approve, or pay)
+ - Results update automatically as reports are processed
+
+These shortcuts help you process reports in bulk without manually creating filters.
+
+---
+
+# FAQ
+
+## Can I use search shortcuts across multiple workspaces?
+
+Yes. Search shortcuts on the **Spend** page surface reports across multiple workspaces. Within the results, you can use **Filters** to refine the results. 
+
+## Do search shortcuts update automatically?
+
+Yes. Search shortcuts update in real time as reports are submitted, approved, paid, or exported.
+
+## Can I customize the search shortcuts?
+
+No. Search shortcuts are automatically generated. To create custom searches, [learn how to use search operators](/articles/new-expensify/reports-and-expenses/Using-search-operators). 

docs/articles/new-expensify/reports-and-expenses/Use-Search-Shortcuts.md

@@ -973,3 +973,5 @@ https://help.expensify.com/articles/new-expensify/reports-and-expenses/Getting-S
 https://help.expensify.com/articles/new-expensify/reports-and-expenses/Using-Search-on-the-Reports-Page,https://help.expensify.com/articles/new-expensify/reports-and-expenses/Using-Search-on-the-Spend-Page
 https://help.expensify.com//articles/expensify-classic/settings/Close-or-reopen-account, https://help.expensify.com//articles/expensify-classic/settings/Close-Your-Expensify-Account
 https://help.expensify.com/articles/new-expensify/settings/Close-Account, https://help.expensify.com/articles/new-expensify/settings/Close-Your-Expensify-Account
+https://help.expensify.com/articles/new-expensify/reports-and-expenses/Unapproved-Spend,https://help.expensify.com/articles/new-expensify/reports-and-expenses/Accounting-Search-Shortcuts
+https://help.expensify.com/articles/new-expensify/reports-and-expenses/Using-Search-on-the-Spend-Page,https://help.expensify.com/articles/new-expensify/reports-and-expenses/Use-Search-Shortcuts