What is an Expense Report?
An expense report is a collection of related expenses bundled together for review, approval, and reimbursement. Employees create reports to submit their out-of-pocket business expenses to their manager or finance team. Each report includes a title, a business purpose, and one or more expenses with their supporting receipts. Expense reports are the primary mechanism through which Expenses expenses move from the employee to the approver and ultimately to reimbursement.How It Works
1
Draft
The employee creates a new expense report from the Expense Reports page. They give it a title, describe the business purpose, set a date range, and begin adding expenses from their Expenses list.
2
Add Expenses
The employee selects one or more expenses from their Expenses and attaches them to the report. Each expense should already have a receipt, category, and any required fields filled in. Expenses added to a report change their status to In Report.
3
Submit
When the report is complete, the employee submits it for approval. The report status changes to Submitted and the designated approver(s) receive a notification. Once submitted, the employee can no longer edit the report unless they recall it or the approver requests changes.
4
Under Review
The approver reviews each expense in the report, checking receipts, amounts, categories, and business justification. The approver can approve the entire report, reject it, or request changes on specific expenses.
5
Approved or Rejected
If approved, the report moves to the Approved status and all included expenses are marked as approved. If rejected, the employee is notified with the reason and can make corrections before resubmitting. See Approval Workflows for details on multi-level approvals.
6
Reimbursed
After approval, the finance team processes the reimbursement. The report status changes to Reimbursed and the employee receives confirmation. The report and all attached receipts are automatically archived in the Vault.
Report Statuses
What Goes in a Report
Key Terminology
Roles Involved
Related Guides
Approval Workflows
Understand how single and multi-level approvals work
Create a Report
Step-by-step guide to creating your first expense report
Submit a Report
How to submit a report for approval
Expenses
Learn about the expenses that go into reports