Audience: Requesters, approvers, and finance teams
Creating an expense report
Use an expense report to claim back money you have already spent, where you have receipts. One report can hold several expense items.
Expense report or reimbursement?
These are not the same thing. An Expense Report (Expenses → Expense Reports) handles several expense items together and separates reimbursable from non-reimbursable amounts. A Reimbursement (Requests → Reimbursement) is a standalone repayment request. If you have receipts and more than one item, use an expense report.
Creating the report
Go to Expenses → Expense Reports and select Create Expense Report.
Report Details — enter a Title (required), choose a Department, and choose a Bank Account. If you leave the bank account blank, your default company bank account is used. Add Notes if they help the approver.
Expense Items — select Add Expense Item and enter each expense.
Attachments — upload your receipts. JPG, PNG and PDF are accepted, up to 10MB per file.
Check the Report Summary panel on the right.
Select Create Report.
Reading the Report Summary
The panel on the right shows Items, Subtotal, Total Tax and Grand Total, then splits the claim into Reimbursable and Non-reimbursable. A completeness indicator out of 3 tracks how much of the form you have finished.
Tracking your report
The Expense Reports page counts Total Reports, Submitted Reports, Approved Reports and Paid Reports. Approved and Paid are deliberately separate: approval clears the claim, payment releases the money. Use the Action Required tab for anything waiting on you.
Good practice
Attach a readable receipt for every item.
If the recorded amount differs from the receipt, explain why in the notes.
Do not combine unrelated transactions in one report unless your organisation's policy allows it.
Claiming a reimbursement
Use a reimbursement to claim back money you have already spent on the organisation's behalf.
Reimbursement or expense report?
A reimbursement is a standalone repayment request. If you have receipts and several items to claim at once, an Expense Report (Expenses → Expense Reports) is usually better, because it groups the items and separates reimbursable from non-reimbursable amounts.
Creating the claim
Go to Requests → Reimbursement.
Select Create Reimbursement.
Complete the form, giving the business purpose, date, amount and category.
Confirm the total, then submit.
Tracking your claim
The Reimbursement page counts Total Reimbursements, Pending Requests, Inactive Requests and Declined Requests. Search, Filter and Export sit above the list, and the Action Required tab shows anything waiting on you.
Note: Reimbursement uses Inactive rather than Approved in its summary cards. If you are reconciling numbers across modules, do not assume the labels match.
Good practice
Claim promptly — approvers have more context when the spend is recent.
If the recorded amount differs from the receipt, explain why.
Respond quickly to anything returned or declined; the comments thread explains what is needed.
Choose the correct route
Expense Report: use for one or more expense items with report-level details and a financial summary. Attachments accept JPG, PNG, and PDF up to 10 MB per file. Reimbursement: use for a standalone amount already spent. The form asks for amount, description, date spent, category, and optional proof of spend. Receipt uploads accept JPG, PNG, GIF, and PDF up to 2 MB each.
Both requesters and administrators may be able to access Expense Reports when their assigned role includes the page. If the menu is missing, check the role rather than assuming the account type hides it.
Need help? If the page, field, or approval action is missing, confirm the active organisation and ask an administrator to check your role and permissions. Quote the record reference when contacting support.