> ## Documentation Index
> Fetch the complete documentation index at: https://docs.smartbills.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Expense Reports

> Create and submit expense reports from the mobile app

## Introduction

You can create, manage, and submit expense reports directly from the Smartbills mobile app. This guide covers the full workflow from creating a new report to submitting it for approval, as well as viewing report status and recalling a submitted report.

## Viewing Your Expense Reports

To see all of your expense reports:

1. Tap the **Menu** tab at the bottom of the screen
2. Tap **My Expense Reports**

The reports list shows each report with its title, status, total amount, and number of expenses. Reports are color-coded by status:

| Status               | Description                                             |
| -------------------- | ------------------------------------------------------- |
| **Draft**            | Not yet submitted. You can edit and add expenses.       |
| **Submitted**        | Sent for approval. Awaiting review.                     |
| **Approved**         | Approved by your manager or approver.                   |
| **Rejected**         | Rejected by the approver. Review comments and resubmit. |
| **Changes Required** | The approver has requested modifications.               |
| **Reimbursed**       | Approved and payment has been processed.                |

## Creating a New Report

<Steps>
  ### Open the Create Report screen

  From the **My Expense Reports** screen, tap the **+** button in the top right corner, or tap **Create Report**.

  ### Enter report details

  Fill in the following fields:

  * **Title** (required): A descriptive name for the report (e.g., "January 2025 Travel Expenses")
  * **Description**: Additional context about the expenses
  * **Business Purpose**: The business reason for the expenses
  * **Start Date**: The beginning of the expense period
  * **End Date**: The end of the expense period

  ### Add expenses from your Expenses list

  Tap **Add Expenses** to select expenses from your Expenses to include in the report.

  1. Browse your available expenses or use the search and filter options
  2. Tap each expense you want to include (a checkmark appears on selected items)
  3. Tap **Add Selected** to add them to the report

  <Note>
    Only expenses that are not already part of another report can be added. Expenses in an existing submitted or approved report will not appear in the list.
  </Note>

  ### Review the report total

  The report screen displays a running total of all included expenses, broken down by category. Review the total to make sure all relevant expenses are included.

  ### Submit for approval

  When your report is complete, tap **Submit** at the bottom of the screen.

  1. Review the confirmation dialog showing the report total and number of expenses
  2. Tap **Confirm** to submit the report to your approver
  3. The report status changes to **Submitted**
</Steps>

<Tip>
  You can save a report as a draft at any time and come back to it later. Tap **Save Draft** instead of **Submit** if you are not ready to send it for approval.
</Tip>

## Editing a Draft Report

To edit a report that has not been submitted yet:

1. Go to **Menu > My Expense Reports**
2. Tap the draft report you want to edit
3. Make changes to the title, description, or expenses
4. Tap **Save Draft** or **Submit** when done

You can add or remove expenses from a draft report at any time.

## Recalling a Submitted Report

If you need to make changes to a report you have already submitted:

1. Go to **Menu > My Expense Reports**
2. Tap the submitted report
3. Tap **Recall Report** in the action menu
4. Confirm the recall

The report returns to **Draft** status, and you can edit it and resubmit. The approver is notified that the report was recalled.

<Warning>
  You can only recall a report that has not yet been approved or rejected. Once an approver has taken action, the report cannot be recalled.
</Warning>

## Viewing Report History

Each report maintains a history of status changes and comments:

1. Open the report
2. Scroll down to the **History** section
3. View the timeline of events including submission, approval actions, and comments from approvers

## What's Next?

<CardGroup cols={2}>
  <Card title="Approvals" icon="check" href="/guides/mobile/approvals">
    Approve or reject reports submitted to you
  </Card>

  <Card title="Scan a Receipt" icon="camera" href="/guides/mobile/scan-receipt">
    Capture more receipts to add to reports
  </Card>

  <Card title="Manage Expenses" icon="receipt" href="/guides/mobile/manage-expenses">
    Organize expenses before adding them to reports
  </Card>

  <Card title="Web: Submit Report" icon="paper-plane" href="/guides/web-app/reports/submit-report">
    Submit reports from the web dashboard
  </Card>
</CardGroup>