Managing expenses in reports helps you keep everything organized and ready for approval, payment, or export. This guide covers adding, moving, deleting, and editing expenses, as well as understanding audit trails and collaboration.

Managing Expenses in a Report in New Expensify

Who can edit or modify expenses in a report

Edit expenses on a report: The member who created the report, the current approver, and Workspace Admins.
Add expenses to a report: Only the member who created the report.
Remove expenses from a report: Only the member who created the report.
Move expenses to a new report: The member who created the report, and Workspace Admins (Admins can create new reports on behalf of employees by moving expenses).
Delete an expense: Only the member who created that specific expense.

To edit expenses in Approved or Paid reports, a workspace admin will need to unapprove the report first.

How to Add Expenses to a Report

You can add expenses in two ways:

Create a new expense directly in a report

Open the draft report.
Click More > Add expense > Create expense
Enter the details and click Create expense.

Add existing unreported expenses

Open the draft report.
Click More > Add expense > Add existing expense.
(Optional) Use the Status filter to show only Unreported or Draft expenses.
Click one or more expenses.
Click Add to report.

How to Move or Remove Expenses from a Report

You can move expenses to a different report, create a new report, or remove them entirely.

To move or remove a single expense from a report:

Open the draft report.
Click the checkbox next to the expense(s) you want to move.
Choose the green selected button > Move expense(s).
Choose a destination report, select Create report to create a new report, or select Remove from report.

To move or remove all expenses from a report

In the left side tabs, choose Spend > Reports
Click the report with the expense(s) you want to move.
Choose the green selected button > Move expense(s).
Choose a destination report, select Create report to create a new report, or select Remove from report.

Note: Workspace Admins can also create reports on behalf of employees by moving expenses to a new report. This is particularly useful for processing company card expenses or splitting expenses across different accounting periods. See Create and Submit Reports for more details.

How to Delete Expenses from a Report

Delete a single expense

Open the draft report.
Check the box next to the expense.
Click the green selected button > Delete.

Delete multiple expenses

Check the boxes for all expenses you want to delete.
Click the green selected button > Delete.

How to Edit Expenses in Approved or Paid Reports

Approved and Paid reports are locked for editing. To make changes:

(Admins only) Open the report.
Click More > Cancel Payment (if Paid).
Then select More > Unapprove.

After it’s unapproved:

The member can select More > Undo Submit.
They can now edit or remove expenses before resubmitting.

Important: If the report was exported to an accounting system, delete the exported data there before exporting again.

Understanding the Expense Table

Each report includes a table showing all attached expenses.

Each report includes an expense table showing:

Date
Merchant
Category
Amount
Workspace violations (if applicable)

Additional columns such as Attendees and Per attendee can be enabled via the Columns picker when attendee tracking is available.

Clicking a row opens the full expense details in a side panel (web) or details screen (mobile).

Comments and Collaboration

Every report has a comment thread where you can:

Add comments below the expense table or on individual expenses
Use @mentions to notify teammates
Upload documents to support conversations

Comments update live for everyone with access to the report.

How to edit expenses inline on desktop

On desktop, you can edit certain expense fields directly in the table without opening the expense details:

Click a date, merchant, description, category, or amount cell in the expense table.
Edit the value using the inline editor that appears (a text input, date picker, or category picker depending on the field).
Click outside the cell or press Enter to save your changes.

Note: Inline editing is only available on desktop (wide layout). On mobile, tap the expense row to open the full details screen.

FAQ

Why can’t I find a report I just created?

You may be filtered into a different workspace or be using a mismatched search term. Clear filters or use a broader search.

Why can’t I submit a report?

The report has no expenses.
The report is already submitted.
Expenses are still SmartScanning or pending Expensify Card transactions.

Why can’t I move, edit, or delete expenses in a report?

You don’t have permission to edit the report.
The report is approved or paid.

Solution: Ask a Workspace Admin to unapprove the report, or retract it if you submitted it.

Managing Expenses in a Report