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1 | 1 | --- |
2 | 2 | title: Delete Expenses |
3 | | -description: Learn how to delete expenses from reports in New Expensify, including rules for personal and company card expenses. |
| 3 | +description: Learn how to delete personal or company card expenses in New Expensify, including rules for submitted reports and admin-only deletion cases. |
4 | 4 | keywords: [New Expensify, delete expenses, remove expense, company card, undo submit, draft expense, report expense, expense deletion] |
5 | 5 | --- |
6 | 6 |
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| 7 | +<div id="new-expensify" markdown="1"> |
7 | 8 |
|
8 | | -Do you need to remove an expense in New Expensify? The steps differ depending on whether the expense is still open or already submitted. This guide covers how to remove company card and personal expenses. |
| 9 | +Need to delete an expense in New Expensify? Whether it’s a personal expense, a company card transaction, or one on a submitted report, this guide walks through your options. |
9 | 10 |
|
10 | | -# Delete an Individual Expense |
| 11 | +# Delete an individual expense |
11 | 12 |
|
12 | | -1. From the navigation tabs (on the left on web, and at the bottom on mobile), head to **Reports > Expenses**. |
| 13 | +1. In the left-hand menu, select **Reports > Expenses**. |
13 | 14 | 2. Check the box next to the expense(s). |
14 | 15 | 3. Click the green **Selected** button and choose **Delete**. |
15 | 16 |
|
16 | | ---- |
17 | | - |
18 | | -# Delete an Expense on an Open Expense Report |
| 17 | +# Delete an expense on an open expense report |
19 | 18 |
|
20 | | -You can delete any out-of-pocket expense that hasn’t been submitted yet: |
| 19 | +You can delete any personal (out-of-pocket) expense that hasn’t been submitted yet: |
21 | 20 |
|
22 | | -1. From the navigation tabs (on the left on web, and at the bottom on mobile), head to **Reports > Reports**. |
| 21 | +1. In the left-hand menu, select **Reports > Expense Reports**. |
23 | 22 | 2. Open the report containing the expense. |
24 | | -3. Select the checkbox next to the expense you want to delete. |
25 | | -4. Choose **Delete** from the drop-down menu. |
26 | | - |
27 | | ---- |
| 23 | +3. Check the box next to the expense you want to remove. |
| 24 | +4. Click the green **Selected** button and choose **Delete**. |
28 | 25 |
|
29 | | -# The Expense Report is Submitted or Marked as "Done" |
| 26 | +# The report is submitted or marked as "Done" |
30 | 27 |
|
31 | | -You’ll need to reopen the report first: |
| 28 | +To delete an expense on a submitted report, you'll need to reopen it first: |
32 | 29 |
|
33 | | -1. Tap **Undo submit** or **Undo close**. |
34 | | -2. Once reopened, follow the steps above to delete any eligible expenses. |
| 30 | +1. Click **Undo submit** or **Undo close**. |
| 31 | +2. Then follow the deletion steps above. |
35 | 32 |
|
36 | 33 | **Note:** You can only undo reports that are in the **Closed** or **Processing** state. Reports that are **Approved** or **Paid** cannot be reopened. |
37 | 34 |
|
38 | | ---- |
| 35 | +# Deleting company card expenses |
| 36 | + |
| 37 | +Some company card expenses can’t be deleted if the card settings don’t allow it. This typically happens if the card was imported without the **Allow deleting transactions** setting enabled. |
39 | 38 |
|
40 | | -# Deleting Company Card Expenses |
| 39 | +To delete future expenses: |
| 40 | +- Ask your Domain Admin to enable **Allow deleting transactions** in the company card settings. |
41 | 41 |
|
42 | | -Some company card expenses can’t be deleted if the card settings don’t allow it. This usually happens when the card was imported without the **Allow Deleting Transactions** setting enabled. Once **Allow Deleting Transactions** is enabled, any future imported expenses can be deleted normally. |
| 42 | +To delete **existing draft** company card expenses: |
43 | 43 |
|
44 | | -To delete existing company card draft expenses: |
45 | | -1. From the navigation tabs (on the left on web, and at the bottom on mobile), go to **Workspaces > [Workspace Name] > Company cards**. |
| 44 | +1. From the left-hand menu, select **Workspaces > [Workspace Name] > Company cards**. |
46 | 45 | 2. Unassign the card connected to the expenses you want to delete. |
47 | 46 | 3. All **draft expenses** from that card will be removed automatically. |
48 | 47 |
|
49 | | -**Note:** Submitted expenses will stay attached to reports and cannot be deleted by unassigning the card. |
| 48 | +**Note:** Expenses that are already submitted will stay attached to reports and cannot be deleted through unassignment. |
50 | 49 |
|
51 | | -⚠️ **Warning:** Unassigning a company card will permanently delete **all draft expenses** imported from that card. Submitted expenses will not be affected. |
52 | | - |
53 | | ---- |
| 50 | +⚠️ **Warning:** Unassigning a company card will permanently delete **all draft expenses** from that card. Submitted expenses are not affected. |
54 | 51 |
|
55 | 52 | # FAQ |
56 | 53 |
|
57 | 54 | ## Why can't I delete certain expenses? |
58 | 55 |
|
59 | | -Expenses tied to company cards without the **Allow deleting transactions** setting enabled cannot be deleted unless the card is unassigned. |
| 56 | +Company card expenses can’t be deleted if **Allow deleting transactions** is disabled for that card. If that's the case, only a Domain Admin can enable this setting—or unassign the card to remove draft expenses. |
60 | 57 |
|
61 | 58 | ## Can I reopen a report after it’s been approved or paid? |
62 | 59 |
|
63 | | -No, once a report is approved or paid, it cannot be reopened. Only reports in a **Closed** or **Processing** state can be reopened to delete the expenses. |
| 60 | +No, reports in **Approved** or **Paid** status can’t be reopened. Only reports in a **Closed** or **Processing** state can be reopened to allow expense deletion. |
| 61 | + |
| 62 | +## Can Expensify permanently delete expenses for me? |
| 63 | + |
| 64 | +In rare cases where you can't delete expenses yourself—like locked company card transactions on restricted domains—or if there are too many to remove individually, Expensify can help. Here's how it works: |
| 65 | + |
| 66 | +- Only **Workspace Admins** or **Domain Admins** can request manual deletion. |
| 67 | +- Expenses must be **unreported** or on a **draft report**. |
| 68 | +- The request must include the **report IDs**. |
| 69 | +- If possible, add all expenses you want deleted to a single report, or mark them clearly in the **expense description** (e.g. “Delete this expense”). |
| 70 | +- If eligible, Expensify Support will use a secure internal tool to delete them. |
| 71 | + |
| 72 | +If you're an Admin and need help deleting unwanted expenses, reach out to Concierge with the relevant expense and report details. Once deleted, expenses can't be recovered. |
| 73 | + |
64 | 74 |
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| 75 | +</div> |
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