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By setting a submission schedule for your workspace, expenses are automatically added to a report and submitted for approval based on the schedule you choose. This ensures employee expenses are collected without requiring manual submission each time.
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When an employee creates an expense, it's automatically added to a report. If no report exists, a new one is created. Expense reports are submitted at the cadence you select—daily, weekly, monthly, twice per month, or by trip.
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# Automatically Submit Employee Reports
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**Note:** If you are using Delayed Submissions and an expense has a violation, it won’t be submitted until the issue is resolved. The expense is removed from the report and added to a new open report.
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When an employee creates an expense, it's automatically added to a report. If no report exists, a new one is created. Reports are then submitted according to the schedule you choose—daily, weekly, monthly, twice per month, by trip, or manually.
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**Note:** If you're using **Delayed Submissions** and an expense has a violation, it won't be submitted until the violation is fixed. That expense is removed from the current report and added to a new open report.
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# Set an Expense Report Submission Schedule
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To enable and configure automatic submissions:
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1. Go to **Settings > Workspace > [Workspace Name] > Workflows**.
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2.Click the**Delay Submissions**toggle to enable it.
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3.Click **Submission frequency**and choose from:
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-**Daily** – Submitted every evening. Violations are submitted once corrected.
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-**Weekly** – Submitted once a week. Violations are submitted the following Sunday after correction.
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-**Twice a month** – Submitted on the 15th and the last day of the month. Violations are submitted at the next applicable date.
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-**Monthly** – Submitted once per month. You'll select which day. Violations are submitted the following month.
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-**By trip** – A report is submitted when no new expenses are added for two full days. A new trip report begins after that.
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-**Manually** – Expenses are auto-added to a report, but employees must submit manually. This helps organize expenses without submitting automatically.
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2.Turn on**Delay Submissions**by toggling it on.
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3.Select a **Submission frequency**from the following options:
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-**Daily** – Reports are submitted every evening. Violations are submitted once corrected.
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-**Weekly** – Reports are submitted weekly. Violations are submitted on Sunday after correction.
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-**Twice a month** – Reports are submitted on the 15th and the last day of the month. Violations are submitted at the next applicable date.
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-**Monthly** – Reports are submitted once a month on your selected day. Violations are submitted the following month.
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-**By trip** – A report is submitted when no new expenses are added for two full days. A new trip report starts after that.
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-**Manually** – Expenses are auto-added to a report, but employees must submit them manually.
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# FAQ
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## I turned off Delay Submissions. Why do I still get reports submitted by Concierge?
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## I turned off Delay Submissions. Why are reports still being submitted automatically?
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Turning off **Delay Submissions** for a Workspace doesn’t override an employee’s Individual Workspace settings. If reports are still submitted automatically, the employee likely has Delay Submissions enabled on their Individual Workspace.
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Turning off Delay Submissions for a Workspace doesn't affect an employee's Workspace settings. If reports are still auto-submitted, the employee will likely have Delay Submissions enabled in their workspace.
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## What time of day are reports submitted via Delay Submissions?
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All automatic report submissions happen in the evening PST (Pacific Standard Time).
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All automatic report submissions occur in the evening Pacific Standard Time (PST).
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## What happens if Delay Submissions is used on both my Individual and Company Workspace?
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## What happens if Delay Submissions is enabled on both the Individual and Company Workspace?
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The submission settings from the Company Workspace override those from the Individual Workspace.
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The Company Workspace settings override the Individual Workspace settings. However, suppose your Company Workspace is configured to **Manually** submit reports, but an employee has Delay Submissions enabled on their **Individual Workspace** with a set frequency (like daily or weekly. In that case, their personal settings will control submission timing. Reports will be submitted automatically based on the frequency selected in their workspace.
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## Does using Delay Submissions automatically create separate reports for each of my credit cards?
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## Does Delay Submissions automatically create separate reports for each of my credit cards?
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No, setting a submission schedule via **Delay Submissions** collects all expenses into a single report and submits them based on your selected frequency.
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No. All expenses are collected into a single report and submitted based on the selected frequency.
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If you need reports organized by card:
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-Create separate reports for each card and manually assign expenses.
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- Use filters to group expenses by card and assign them to the correct report.
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If you need reports separated by card:
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-Manually create reports for each card and assign expenses accordingly.
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- Use filters to group expenses by card before assigning them to reports.
This article walks you through how to manage expenses within a report in New Expensify—from adding and removing expenses to how they interact with comments and system messages.
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# Managing Expenses in a Report
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This article walks you through managing expenses within a report in New Expensify, from adding and removing expenses to how they interact with comments and system messages.
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##Add Expenses to a Report
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# Add Expenses to a Report
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You can add expenses to a report in two ways:
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There are two options for adding expenses to a report.
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### Create a new expense
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**Create a new expense:**
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1. Open the draft report.
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2. Click **Add expense** → **Create new expense**.
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3. Fill in the expense details, then click **Save**.
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4. The new expense appears instantly in the report table.
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## Remove (Delete) Expenses From a Report
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You can remove one or multiple expenses:
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# Remove (Delete) Expenses From a Report
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### Remove a single expense
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**Remove a single expense:**
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1. Open the report.
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2. Check the box next to the expense you want to remove.
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3. Click the **Bulk actions** menu → Select **Delete**.
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### Remove multiple expenses
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**Remove multiple expenses:**
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1. Select the checkboxes for the expenses you want to delete.
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2. From the **Bulk actions** menu, click **Delete**.
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**Note:** Deleted expenses return to your **Self DM** and reappear in the **Add unreported expenses** list.
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##Move Expenses to Another Report
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# Move Expenses to Another Report
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To transfer expenses between reports:
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@@ -62,35 +58,35 @@ To transfer expenses between reports:
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##How Expenses Appear in the Report Table
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# How Expenses Appear in the Report Table
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Each report includes a table that shows all added expenses.
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###What you’ll see in each row
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## What you’ll see in each row
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- Date
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- Merchant
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- Category
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- Amount
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- Policy violations (if applicable)
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- Clickable rows that open details in the side panel
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###Behavior highlights
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- New expenses briefly highlight when added.
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## Behavior highlights
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- New expenses are briefly highlighted when added.
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- Checkboxes allow you to take group actions.
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- Expenses are listed in reverse chronological order (newest first).
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##Comments and How They Relate to Expenses
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# Comments and How They Relate to Expenses
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Every report has a comment thread for collaboration and context.
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###Comment features
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-Thread appears below the report table.
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## Comment features
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-The thread appears below the report table.
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- Supports mentions, questions, and internal notes.
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- Updates live for all members in the workspace.
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###How comments relate to expenses
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## How comments relate to expenses
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- Reference expenses manually (e.g., “Why is the $150 Uber charge included?”).
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- Comments stay with the report, even if expenses are moved or deleted.
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- Comments aren’t tied to a specific expense, but they’re context-aware.
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##System Messages and Audit Trail
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# System Messages and Audit Trail
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System messages like **“Expense moved”** or **“Report submitted”** appear in the same thread as comments to help keep a clear audit trail. This makes it easier to track changes and approval workflows.
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