Expense Reports

Expense Reports let employees bundle out-of-pocket spend into a single submission. Add line items with dates and amounts, submit for approval, and reimburse approved reports so reimbursements stay auditable alongside your AP workflow.

Key capabilities

• Create reports with a title, optional description, and one or more expense lines
• Line items with description, amount, expense date, and optional expense account
• Status lifecycle: Draft → Submitted → Approved → Reimbursed
• Submit drafts for manager review; approve or reject from the list
• Reimburse approved reports when payment is issued
• Filter the list by status (All, Draft, Submitted, Approved, Reimbursed)
• Search across report numbers and descriptions
• Delete draft reports you no longer need

How it works

A report starts as a draft while the employee adds lines. Submitting locks the draft and moves it to Submitted. An approver marks it Approved, then finance records Reimbursed when the employee is paid.

flowchart LR
  draft["Draft"] --> submitted["Submitted"]
  submitted --> approved["Approved"]
  approved --> reimbursed["Reimbursed"]

How to use it

1. Open Expense Reports under Payables.
2. Click New report, add line items (description, amount, date), and save as Draft.
3. When ready, Submit the report for approval.
4. Approvers open the list, review totals, and click Approve on submitted reports.
5. After paying the employee, click Reimburse to close the report.
6. Use status filters to work your queue — submitted items awaiting approval, approved items awaiting payment.

Pro tips

• Add expense accounts on lines when you want reimbursements to hit specific GL categories automatically.
• Use consistent line descriptions (client name, trip, project) so approvers can scan quickly.
• Filter to Submitted for a daily approval queue; filter to Approved for outstanding reimbursements.
• Keep drafts until receipts are attached and amounts are final — submitted reports cannot be edited.
• Pair with your AP process: reimbursed reports document what was paid outside the normal bill workflow.

In-depth guide

Who does what

Status meanings

• Draft — editable; not yet sent for approval
• Submitted — awaiting approver action
• Approved — cleared for reimbursement
• Reimbursed — payment recorded; report is complete