diff --git a/docs/articles/new-expensify/reports-and-expenses/Create-and-Submit-Reports.md b/docs/articles/new-expensify/reports-and-expenses/Create-and-Submit-Reports.md index 08a1d65c483d..b683b992ac58 100644 --- a/docs/articles/new-expensify/reports-and-expenses/Create-and-Submit-Reports.md +++ b/docs/articles/new-expensify/reports-and-expenses/Create-and-Submit-Reports.md @@ -6,7 +6,9 @@ keywords: [New Expensify, create report, submit report, retract report, undo sub Easily manage your business expenses in New Expensify with our streamlined report-first workflow. This guide walks you through creating, editing, submitting, and even retracting expense reports when needed. -# Create a Report +**Note:** Report actions like creating, submitting, or retracting can only be done in your own account. If you need to help a teammate, consider asking them to add you as a [Copilot](https://help.expensify.com/articles/new-expensify/settings/Copilot-Access). + +# How to create and submit reports in New Expensify Follow these steps to build and submit an expense report manually. @@ -50,7 +52,7 @@ Once the report includes at least one expense, the Add Expense option will be un --- -# Fix and Retract Submitted Reports +# How to retract or edit submitted reports in New Expensify Submitted a report too early? Need to add or remove an expense? You can **retract** submitted reports using the **More** > **Undo Submit** or **Undo Close** actions. @@ -59,15 +61,17 @@ Submitted a report too early? Need to add or remove an expense? You can **retrac - **Undo submit**: The retract button for **processing reports** - **Undo close**: The retract button for **closed reports** +**Note:** Only the person who submitted the report can undo or retract it. + --- -# Report Creation for Different Use Cases +# Reporting use cases in New Expensify New Expensify’s report-first flow supports multiple business needs. Below are some common use cases. ## Client-Based Reporting -**Best for:** Consultants or teams managing multiple clients. +Best for consultants or teams managing multiple clients. - Create a separate report for each client. - Title the report with the client's name or project code. @@ -76,7 +80,7 @@ New Expensify’s report-first flow supports multiple business needs. Below are ## Project-Based Reporting -**Best for:** Teams organizing expenses by project. +Best for teams organizing expenses by project. - Create a new report for each project. - Use project-specific titles or tags. @@ -85,7 +89,7 @@ New Expensify’s report-first flow supports multiple business needs. Below are ## Monthly or Periodic Reporting -**Best for:** Employees submitting regular monthly reports. +Best for employees submitting regular monthly reports. - At the start of the month, tap **Create report**. - Title it (e.g., “March 2025 Expenses”). @@ -94,7 +98,7 @@ New Expensify’s report-first flow supports multiple business needs. Below are ## Travel-Specific Reporting -**Best for:** Frequent travelers or trip-based expense tracking. +Best for frequent travelers or trip-based expense tracking. - Create a report at the start of each trip. - Add travel-related expenses during or after the trip. @@ -103,10 +107,30 @@ New Expensify’s report-first flow supports multiple business needs. Below are ## Team or Department-Level Reports -**Best for:** Managers submitting on behalf of a team. +Best for managers submitting on behalf of a team. + + - Create a report titled by team or department (e.g., “Marketing – Q2 Events”). + - SmartScan any team receipts into your own account. + - Add the expenses to the report. + - Tag teammates in descriptions if useful. + - Submit based on your internal process. + +**Note:** You can only include expenses captured in your own account — expenses can’t be transferred between teammates. If you need to submit a report from a teammate’s account, they’ll need to add you as a Copilot. + +# FAQ + +## How can an Admin take these actions for another employee? + +Admins can’t directly create or submit reports on behalf of others. If you need to manage someone else’s reports, ask them to add you as a [Copilot](https://help.expensify.com/articles/new-expensify/settings/Copilot-Access). + +## What happens if I forget to submit a report? + +Unsubmitted reports will remain in your Open reports section. You can go back any time to add more expenses or submit when ready. If your workspace uses instant submit, valid expenses may auto-submit to a new report without you needing to manually do it. + +## Why don’t I see the “Submit” button? + +The Submit button only appears once your report includes at least one valid expense. If the report has already been submitted, the button will no longer be visible. -- Create a report titled by team or department (e.g., “Marketing – Q2 Events”). -- Add shared team expenses. -- Tag teammates in descriptions if useful. -- Submit based on your internal process. +## Can I remove an expense after submitting? +Yes. You’ll need to retract the report using More > Undo Submit or Undo Close, depending on the report's state. Then you can remove or edit expenses before resubmitting. diff --git a/docs/articles/new-expensify/reports-and-expenses/Edit-Expense-Reports.md b/docs/articles/new-expensify/reports-and-expenses/Edit-Expense-Reports.md index b91c4f5a72a4..ff823dae5a8e 100644 --- a/docs/articles/new-expensify/reports-and-expenses/Edit-Expense-Reports.md +++ b/docs/articles/new-expensify/reports-and-expenses/Edit-Expense-Reports.md @@ -7,6 +7,8 @@ keywords: [New Expensify, retract report, undo submit, undo close, edit submitte If you submitted a report too early or need to make changes, you can easily update it by retracting the report using **Undo submit** or **Undo close**. This returns the report to an editable state. +**Note:** Report actions like creating, submitting, or retracting can only be done in your own account. If you need to help a teammate, consider asking them to add you as a [Copilot](https://help.expensify.com/articles/new-expensify/settings/Copilot-Access). + # When to Retract a Report This option is helpful when: @@ -23,28 +25,29 @@ You can retract reports with the following statuses: --- -# Retract a Processing Report +## How to retract a Processing report 1. Open the report. 2. Tap the **More** menu (three dots in the top-right corner). 3. Tap **Undo submit**. 4. The report will change to **Open** and display a **Retracted** system message. + - You can only retract reports you submitted from your own account. Reports submitted by other members require CoPilot access to retract. **Note:** Submitters won’t receive a notification when retracting their own report. --- -# Retract a Closed Report +## How to use Undo Close on a Closed Report 1. Open the closed report. 2. Tap **More** > **Undo close**. 3. A system message confirms the report is reopened and editable. -**Note:** Only Workspace Admins can retract closed reports. +**Note:** Only Workspace Admins can retract their own closed reports. Admins can’t retract other members’ reports unless they’ve been added as a [Copilot](https://help.expensify.com/articles/new-expensify/settings/Copilot-Access). --- -# Editing Expense Reports After Exporting to an Accounting System +## Editing Expense Reports After Exporting to an Accounting System Admins can still retract closed reports even if they’ve already been exported to an accounting system such as QuickBooks or NetSuite. @@ -74,4 +77,8 @@ You can't retract a report that’s already been **approved** or **paid**. You’ll see a warning modal before reopening. Any edits won’t sync to the external system. If you make changes to the report, those will need to be manually reconciled in the accounting system. +## Can I edit or retract someone else’s report? + +No. You can only manage reports you submitted from your own account. If you need to take these actions for another employee, ask them to add you as a [Copilot](https://help.expensify.com/articles/new-expensify/settings/Copilot-Access). +