How to create an expense report
Audience: Requesters
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.
Steps
Open Expenses → Expense Reports and select Create Expense Report . Enter the required title, then select the department and bank account when applicable. If no bank account is selected, the default company bank account is used. Add notes for the approver. Add one or more expense items. Attach JPG, PNG, or PDF evidence up to 10 MB per file. Check items, subtotal, tax, grand total, reimbursable amount, non-reimbursable amount, and the completeness indicator. Select Create Report .
Track Submitted, Approved, and Paid separately. Approval does not mean the reimbursement has been released.
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.
Screen guide
Requester expense-report form showing report details, expense items, attachments, and financial summary.
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