From f25fcf7fcbc90d364d09137ae237dd22378eb10c Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 24 Apr 2026 17:10:29 -1000 Subject: [PATCH 01/10] Update Expense-and-Report-Actions.md --- .../reports-and-expenses/Expense-and-Report-Actions.md | 1 + 1 file changed, 1 insertion(+) diff --git a/docs/articles/new-expensify/reports-and-expenses/Expense-and-Report-Actions.md b/docs/articles/new-expensify/reports-and-expenses/Expense-and-Report-Actions.md index cab15663f4cf..03bbf5666842 100644 --- a/docs/articles/new-expensify/reports-and-expenses/Expense-and-Report-Actions.md +++ b/docs/articles/new-expensify/reports-and-expenses/Expense-and-Report-Actions.md @@ -44,6 +44,7 @@ Report actions guide the submitter, approver, and payer regarding the report's s | **Change workspace** | Before report is exported | Submitter, Approver, Admin | Moves the report to a different workspace | | **Change approver** | On submitted reports, before the report is final-approved | Admin | "Add Approver" allows an extra approver to be inserted into the approval workflow at the current point. "Bypass Approver" allows an admin to take control of the report approval and final approve | | **Delete** | Only on draft/unsubmitted reports | Submitter | Permanently removes the report | +| **Undelete** | On deleted expenses (accessible via Reports > Expenses with Status = Deleted filter) | Submitter | Restores the deleted expense back to your account | | **Unapprove** | After approval, before payment | Approver | Reverts the approval if the report hasn’t been re-approved or paid | | **Mark as exported** | On approved/paid reports when integrated to an accounting system| Admin, Exporter | Marks the report as manually exported for tracking purposes | | **Export to [accounting system]** | When an accounting system is connected | Admin, Exporter | Sends the report to an external system such as Xero or QuickBooks Online | From a3641c9853224cac46e4fffc78ef825687d9d5ad Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 24 Apr 2026 17:11:26 -1000 Subject: [PATCH 02/10] Update Getting-Started-with-the-Spend-Page.md --- .../reports-and-expenses/Getting-Started-with-the-Spend-Page.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/new-expensify/reports-and-expenses/Getting-Started-with-the-Spend-Page.md b/docs/articles/new-expensify/reports-and-expenses/Getting-Started-with-the-Spend-Page.md index 3a5f18511a59..71aa316f5b5a 100644 --- a/docs/articles/new-expensify/reports-and-expenses/Getting-Started-with-the-Spend-Page.md +++ b/docs/articles/new-expensify/reports-and-expenses/Getting-Started-with-the-Spend-Page.md @@ -87,7 +87,7 @@ Filters help you narrow down expenses or reports so you can find exactly what yo You can filter your **expenses** and **reports** using dropdowns, search bars, and chips. -- **Expenses:** can be filtered by `Date`, `Merchant`, `Category`, `Tag`, `Amount`, `Reimbursable`, `Billable`, `Status` (e.g. Unreported) +- **Expenses:** can be filtered by `Date`, `Merchant`, `Category`, `Tag`, `Amount`, `Reimbursable`, `Billable`, `Status` (e.g. Unreported, Deleted) - **Reports**: can be filtered by `Submitter`, `Workspace`, `Report Status` (e.g. Draft, Outstanding, Approved, Paid), `Date` From 116463a4c99b4f6d1905ac34e4c395cbca30e1ab Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 24 Apr 2026 17:14:12 -1000 Subject: [PATCH 03/10] Update How-to-Delete-Expenses.md --- .../How-to-Delete-Expenses.md | 23 +++++++++++++++---- 1 file changed, 18 insertions(+), 5 deletions(-) diff --git a/docs/articles/new-expensify/reports-and-expenses/How-to-Delete-Expenses.md b/docs/articles/new-expensify/reports-and-expenses/How-to-Delete-Expenses.md index f3881b22eb00..11c165f960c8 100644 --- a/docs/articles/new-expensify/reports-and-expenses/How-to-Delete-Expenses.md +++ b/docs/articles/new-expensify/reports-and-expenses/How-to-Delete-Expenses.md @@ -1,8 +1,8 @@ --- title: How to Delete Expenses description: Learn how to delete expenses in New Expensify, including how to remove expenses from reports, when you need to retract a report, and why some expenses can’t be deleted. -keywords: [New Expensify, delete expenses, remove expense, delete expense report, company card expense delete, retract report delete expense, cannot delete expense Expensify] -internalScope: Audience includes all members. Covers deleting individual expenses, deleting expenses from reports, retracting reports to enable deletion, company card deletion rules. Does not cover editing expenses, reimbursement workflows, expense approvals beyond deletion requirements. +keywords: [New Expensify, delete expenses, remove expense, delete expense report, company card expense delete, retract report delete expense, cannot delete expense Expensify, undelete expense, restore deleted expense, find deleted expenses] +internalScope: Audience includes all members. Covers deleting individual expenses, deleting expenses from reports, retracting reports to enable deletion, company card deletion rules, finding and undeleting deleted expenses. Does not cover editing expenses, reimbursement workflows, expense approvals beyond deletion requirements. --- # How to delete expenses @@ -38,7 +38,7 @@ Most expenses can be deleted directly. If an expense is on a submitted report or 3. Select the expense you want to delete. 4. Choose **Selected**, then **Delete**. -**Note:** You can only delete expenses from your own Unreported, Draft, and Outstanding reports. If the report is Approved, Done or Paid, it will need to be retracted first before deleting the expense. [Learn how to retract a report](https://help.expensify.com/articles/new-expensify/reports-and-expenses/Edit-Expense-Reports). +**Note:** You can only delete expenses from your own Unreported, Draft, and Outstanding reports. If the report is Approved, Done or Paid, it will need to be retracted first before deleting the expense. [Learn how to retract a report](/articles/new-expensify/reports-and-expenses/Edit-Expense-Reports). --- @@ -62,7 +62,20 @@ https://github.com/Expensify/Expensify/issues/614406 - The workspace setting **Allow deleting transactions** was enabled at the time the expense was imported - The expense is Unreported or on a Draft or Outstanding report -If an expense can't be deleted, you can [remove the expense from the report](https://help.expensify.com/articles/new-expensify/reports-and-expenses/Managing-Expenses-in-a-Report#how-to-move-or-remove-expenses-from-a-report) and move it to your personal space instead. +If an expense can't be deleted, you can [remove the expense from the report](/articles/new-expensify/reports-and-expenses/Managing-Expenses-in-a-Report#how-to-move-or-remove-expenses-from-a-report) and move it to your personal space instead. + +--- + +## How to find and undelete deleted expenses + +Deleted expenses are not permanently removed. You can find and restore them from the **Spend** page. + +1. In the navigation tabs (on the left on web, on the bottom on mobile) select **Spend** > **Expenses**. +2. Filter by **Status** = **Deleted** and click **Apply**. +3. Select the expenses you want to restore using the checkboxes. +4. Choose **Selected**, then **Undelete**. + +The restored expenses return to your account. --- @@ -72,7 +85,7 @@ If an expense can't be deleted, you can [remove the expense from the report](htt You can only delete expenses in your own account. -If you need access to another member’s expenses, ask them to [add you as a Copilot](https://help.expensify.com/articles/new-expensify/settings/Copilot-Access). This allows you to manage expenses on their behalf. +If you need access to another member’s expenses, ask them to [add you as a Copilot](/articles/new-expensify/settings/Copilot-Access). This allows you to manage expenses on their behalf. ## How can a Workspace Admin allow members to delete company card expenses? From 04f8e52dcb9506216ad194a67d93a00ee444a1b9 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 24 Apr 2026 17:22:13 -1000 Subject: [PATCH 04/10] Update Expense-and-Report-Actions.md --- .../reports-and-expenses/Expense-and-Report-Actions.md | 9 ++++++++- 1 file changed, 8 insertions(+), 1 deletion(-) diff --git a/docs/articles/new-expensify/reports-and-expenses/Expense-and-Report-Actions.md b/docs/articles/new-expensify/reports-and-expenses/Expense-and-Report-Actions.md index 03bbf5666842..bd3bbe3b6b35 100644 --- a/docs/articles/new-expensify/reports-and-expenses/Expense-and-Report-Actions.md +++ b/docs/articles/new-expensify/reports-and-expenses/Expense-and-Report-Actions.md @@ -1,7 +1,8 @@ --- title: Expense and Report Actions description: Learn how actions such as Approve, Pay, Export, and Hold behave in Expensify based on member roles and report status. -keywords: [New Expensify, report actions, approver actions, submitter actions] +keywords: [New Expensify, report actions, approver actions, submitter actions, invite member to report, add member to expense report] +internalScope: Audience is all members. Includes high level details of what actions are allowed based on role and report status. Does not include step by step instructions for taking such actions. --- @@ -55,6 +56,7 @@ Report actions guide the submitter, approver, and payer regarding the report's s | **Submit** | For draft reports | Submitter, Admin (on behalf of submitter) | Kicks off report approval workflow | | **Reject** | On Outstanding reports | Assigned approver | Returns the entire report to the submitter or a previous approver with a required reason. The report moves to Draft (if rejected to submitter) or stays Outstanding (if rejected to a previous approver) | | **Approve** | For outstanding reports | Admin | Skips current approver | +| **Invite member** | On expense reports, via report header > **Members** | All roles | Adds a new member to the expense report so they can view and follow updates | | **View details** | Any report | All roles | Opens details view with options to share, pin, view members | | **Cancel payment** | After payment is initiated, but before the payment has been processed, or always for a manual payment | Payer | Cancels pending payment | @@ -84,3 +86,8 @@ This option won't be available if the payment was made manually outside of Expen Only workspace admins can bypass the prescribed approval workflow. If “Prevent Self-Approval” is enabled, an admin cannot bypass approvals to approve their own report. +## How do I invite a member to an expense report? + +Open the expense report, tap the report header, select **Members**, and then tap **Invite**. Search for the person by name, email, or phone number and select them to add them to the report. + + From 0463a5ba8cdd524d387937ff66e23ba3f047fdd2 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 24 Apr 2026 17:28:27 -1000 Subject: [PATCH 05/10] Update Expense-and-Report-Actions.md --- .../reports-and-expenses/Expense-and-Report-Actions.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/new-expensify/reports-and-expenses/Expense-and-Report-Actions.md b/docs/articles/new-expensify/reports-and-expenses/Expense-and-Report-Actions.md index bd3bbe3b6b35..98e697712e33 100644 --- a/docs/articles/new-expensify/reports-and-expenses/Expense-and-Report-Actions.md +++ b/docs/articles/new-expensify/reports-and-expenses/Expense-and-Report-Actions.md @@ -45,7 +45,7 @@ Report actions guide the submitter, approver, and payer regarding the report's s | **Change workspace** | Before report is exported | Submitter, Approver, Admin | Moves the report to a different workspace | | **Change approver** | On submitted reports, before the report is final-approved | Admin | "Add Approver" allows an extra approver to be inserted into the approval workflow at the current point. "Bypass Approver" allows an admin to take control of the report approval and final approve | | **Delete** | Only on draft/unsubmitted reports | Submitter | Permanently removes the report | -| **Undelete** | On deleted expenses (accessible via Reports > Expenses with Status = Deleted filter) | Submitter | Restores the deleted expense back to your account | +| **Undelete** | On deleted expenses (accessible via Spend > Expenses with Status = Deleted filter) | Submitter | Restores the deleted expense back to your account | | **Unapprove** | After approval, before payment | Approver | Reverts the approval if the report hasn’t been re-approved or paid | | **Mark as exported** | On approved/paid reports when integrated to an accounting system| Admin, Exporter | Marks the report as manually exported for tracking purposes | | **Export to [accounting system]** | When an accounting system is connected | Admin, Exporter | Sends the report to an external system such as Xero or QuickBooks Online | From ff46d230c003ed45d10f747241484b5873037492 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 24 Apr 2026 17:31:08 -1000 Subject: [PATCH 06/10] Update How-to-Delete-Expenses.md --- .../reports-and-expenses/How-to-Delete-Expenses.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/new-expensify/reports-and-expenses/How-to-Delete-Expenses.md b/docs/articles/new-expensify/reports-and-expenses/How-to-Delete-Expenses.md index 11c165f960c8..8c7fcb69d7bc 100644 --- a/docs/articles/new-expensify/reports-and-expenses/How-to-Delete-Expenses.md +++ b/docs/articles/new-expensify/reports-and-expenses/How-to-Delete-Expenses.md @@ -2,7 +2,7 @@ title: How to Delete Expenses description: Learn how to delete expenses in New Expensify, including how to remove expenses from reports, when you need to retract a report, and why some expenses can’t be deleted. keywords: [New Expensify, delete expenses, remove expense, delete expense report, company card expense delete, retract report delete expense, cannot delete expense Expensify, undelete expense, restore deleted expense, find deleted expenses] -internalScope: Audience includes all members. Covers deleting individual expenses, deleting expenses from reports, retracting reports to enable deletion, company card deletion rules, finding and undeleting deleted expenses. Does not cover editing expenses, reimbursement workflows, expense approvals beyond deletion requirements. +internalScope: Audience includes all members. Covers deleting individual expenses, deleting expenses from reports, retracting reports to enable deletion, company card deletion rules, finding and un-deleting deleted expenses. Does not cover editing expenses, reimbursement workflows, expense approvals beyond deletion requirements. --- # How to delete expenses From 55856934eb3f56dc5b976e14c08ad30fcf4c6243 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 24 Apr 2026 18:03:06 -1000 Subject: [PATCH 07/10] Update Expense-and-Report-Actions.md --- .../Expense-and-Report-Actions.md | 191 +++++++++++++----- 1 file changed, 138 insertions(+), 53 deletions(-) diff --git a/docs/articles/new-expensify/reports-and-expenses/Expense-and-Report-Actions.md b/docs/articles/new-expensify/reports-and-expenses/Expense-and-Report-Actions.md index 98e697712e33..595afc577bf1 100644 --- a/docs/articles/new-expensify/reports-and-expenses/Expense-and-Report-Actions.md +++ b/docs/articles/new-expensify/reports-and-expenses/Expense-and-Report-Actions.md @@ -1,93 +1,178 @@ --- title: Expense and Report Actions -description: Learn how actions such as Approve, Pay, Export, and Hold behave in Expensify based on member roles and report status. -keywords: [New Expensify, report actions, approver actions, submitter actions, invite member to report, add member to expense report] -internalScope: Audience is all members. Includes high level details of what actions are allowed based on role and report status. Does not include step by step instructions for taking such actions. +description: Learn what actions (Submit, Approve, Pay, Export, Hold) are available on reports based on role and report status. +keywords: [New Expensify, report actions Expensify, who can approve report, when can I pay report, report status actions, approver permissions] +internalScope: Audience is all members. High level overiew of what report actions are available based on role and report status. Does not cover step-by-step instructions for performing each action. --- +# Expense and Report Actions + +Expense and report actions vary depending on the member role and the expense or report's status. -Expense and report actions vary depending on the member role (submitter, approver, payer, admin) and the report's status (draft, outstanding, approved, done, paid). This guide outlines what to expect when reviewing, approving, paying, exporting, or managing expenses and reports based on varying workspace settings and report status. +Use this guide to understand: +- What each action does +- When actions appear +- Who can perform them --- -# Expense and Report Actions +## What actions can I take on a report? + +- You can **submit** a report when it is in **Draft** status and you are the **submitter** +- You can **approve** a report when it is in **Outstanding** (submitted) status and you are the **assigned approver** +- You can **pay** a report after it is **Approved** status and you are a **payer** +- You can **export** a report when it is **Approved or Paid** status and you are an **admin or exporter** +- You can **Hold** expenses when they should not move forward yet + +[Learn more about report statuses](articles/new-expensify/reports-and-expenses/Understanding-Report-Statuses-and-Actions#report-statuses). + +--- + +## What each report action means + +- **Submit**: Available when a report is in Draft. Sends the report into the approval workflow. +- **Approve**: Available when a report is Oustanding and awaiting approval. Confirms the report is ready to move forward. +- **Pay**: Available after approval. Initiates payment or records a manual payment. +- **Export**: Available when a report is Approved or Paid. +- **Review**: Appears when there are issues (such as missing receipts or duplicates). Prompts fixes before continuing. +- **Hold**: Prevents specific expenses from moving forward in approval or payment. -Report actions guide the submitter, approver, and payer regarding the report's status and what actions need to be taken next. +--- + +## What actions are available for each report status + +**Draft reports** +- Submit +- Delete +- Hold +- Duplicate expense +- Duplicate report -## Understanding Primary vs. Secondary Actions +**Outstanding (submitted) reports** +- Approve +- Reject +- Hold +- Change approver -| **Action Type** | **What It Means** | **Examples** | -|------------------|------------------|-------------| -| **Primary actions** | Actions that require your attention and drive the report forward. These are always visible at the top of a report or in the reports list. | Submit, Approve, Pay, Export | -| **Secondary actions (More menu)** | Optional tools and adjustments that help manage or troubleshoot an expense or report. Appear in the More menu depending on the state, role, or integration settings. | Hold, Delete, Change workspace, Mark as exported | +**Approved reports** +- Pay +- Export +- Unapprove +- Mark as exported + +**Paid or Done reports** +- Download +- Print +- Mark as exported --- -## Primary Actions +## What actions each role can take + +**Submitter** +- Submit reports +- Delete Draft reports +- Duplicate expenses and reports +- Hold expenses +- Invite members to their report + +**Approver** +- Approve reports +- Reject reports +- Hold expenses +- Unapprove reports (before payment) + +**Payer** +- Pay reports +- Cancel payment (before processing) + +**Workspace Admin** +- Export reports +- Mark reports as exported +- Change approver +- Bypass approvers +- Change workspace (before export) + +--- + +## How to understand report actions using the full action table + +**Primary report actions** | **Action** | **When It Appears** | **Who Can See It** | **What It Does** | |------------|---------------------|---------------------|------------------| -| **Submit** | For draft/unsubmitted reports | Submitter | Sends the report into the approval workflow | -| **Approve** | When the report is submitted and pending approval | Approver | Confirms the report is accurate and ready to move to payment or to the next approver | -| **Pay** | After the report is approved | Payer | Initiates payment via Expensify or logs a manual payment | -| **Export** | When the report is approved and not yet exported | Admin, Exporter | Sends report data to an integrated accounting system | -| **Review** | When a report has violations (duplicate expenses, a missing receipt, etc.) | All roles | Prompts to resolve issues before submitting, approving, or paying | +| **Submit** | Draft reports | Submitter | Sends the report into the approval workflow | +| **Approve** | Oustanding awaiting approval | Approver | Confirms the report is accurate and moves it forward | +| **Pay** | Approved reports with reimbursable expenses | Payer | Initiates or records payment | +| **Export** | Approved or Paid reports not yet exported | Workspace Admin | Sends report data to an accounting system | +| **Review** | When issues are detected | All roles | Prompts required fixes before continuing | -**Note:** If you selected "Track and budget expenses" during onboarding and your workspace does not use an approval workflow, **Submit** and **Approve** will both display as **Mark as done**. +**Note:** If your workspace does not use approvals, **Submit** and **Approve** may appear as **Mark as done**. --- -## Secondary (“More” menu) Actions +**Additional report actions available from the More menu** -| **Action** | **When It Appears** | **Who Can See It** | **What It Does** | +| **Action** | **When It Appears** | **Who Can Use It** | **What It Does** | |------------|---------------------|---------------------|------------------| -| **Hold** | On draft, submitted, or approved reports | Submitter, Approver, Admin | Marks individual expenses that aren’t yet ready for approval or payment | -| **Change workspace** | Before report is exported | Submitter, Approver, Admin | Moves the report to a different workspace | -| **Change approver** | On submitted reports, before the report is final-approved | Admin | "Add Approver" allows an extra approver to be inserted into the approval workflow at the current point. "Bypass Approver" allows an admin to take control of the report approval and final approve | -| **Delete** | Only on draft/unsubmitted reports | Submitter | Permanently removes the report | -| **Undelete** | On deleted expenses (accessible via Spend > Expenses with Status = Deleted filter) | Submitter | Restores the deleted expense back to your account | -| **Unapprove** | After approval, before payment | Approver | Reverts the approval if the report hasn’t been re-approved or paid | -| **Mark as exported** | On approved/paid reports when integrated to an accounting system| Admin, Exporter | Marks the report as manually exported for tracking purposes | -| **Export to [accounting system]** | When an accounting system is connected | Admin, Exporter | Sends the report to an external system such as Xero or QuickBooks Online | -| **Duplicate expense** | On non-card expenses in any state | Submitter | Creates a copy of the expense on your primary workspace with the same details. Date is set to today and receipts are not copied | -| **Duplicate report** | On reports the submitter owns, in any state | Submitter | Creates a copy of the report and its non-card expenses. Date is set to today and receipts are not copied | -| **Download** | Any report state | All roles | Downloads a copy of the report as a PDF | -| **Print** | Any report state | All roles | Opens the report in a printable format and triggers the browser's print dialog | -| **Submit** | For draft reports | Submitter, Admin (on behalf of submitter) | Kicks off report approval workflow | -| **Reject** | On Outstanding reports | Assigned approver | Returns the entire report to the submitter or a previous approver with a required reason. The report moves to Draft (if rejected to submitter) or stays Outstanding (if rejected to a previous approver) | -| **Approve** | For outstanding reports | Admin | Skips current approver | -| **Invite member** | On expense reports, via report header > **Members** | All roles | Adds a new member to the expense report so they can view and follow updates | -| **View details** | Any report | All roles | Opens details view with options to share, pin, view members | -| **Cancel payment** | After payment is initiated, but before the payment has been processed, or always for a manual payment | Payer | Cancels pending payment | +| **Hold** | Draft, Outstanding, or Approved reports | Submitter, approver, Workspace Admin | Prevents expenses from moving forward | +| **Change workspace** | Before export | Submitter, approver, Workspace Admin | Moves the report to another workspace | +| **Change approver** | Submitted reports | Workspace Admin | Adds or bypasses approvers | +| **Delete** | Draft reports only | Submitter | Permanently removes the report | +| **Undelete** | Deleted expenses | Submitter | Restores a deleted expense | +| **Unapprove** | After approval, before payment | Approver | Reverts approval | +| **Mark as exported** | Approved or Paid reports | Workspace Admin | Marks report as exported manually | +| **Export to accounting system** | When accounting integration is enabled | Workspace Admin | Sends data externally | +| **Duplicate expense** | Non-card expenses | Submitter | Creates a copy of an expense | +| **Duplicate report** | Any report owned by submitter | Submitter | Creates a copy of the report | +| **Download** | Any report | All roles | Downloads a PDF copy | +| **Print** | Any report | All roles | Opens print view | +| **Reject** | Submitted reports | Approver | Sends report back for changes | +| **Invite member** | Draft and Outstanding reports | All roles | Adds a member to the report | +| **View details** | Any report | All roles | Opens report details | +| **Cancel payment** | Before payment processing | Payer | Cancels a pending payment | --- -# FAQ +## How to find available actions on a report -## Who can change a report's workspace? +Open a report to see available actions. -- **Submitters**: Until the report is approved -- **Approvers**: Until they approve the report -- **Admins**: Until the report is exported +- Primary actions (like **Submit**, **Approve**, or **Pay**) appear at the top of the report +- Additional actions are available when you open the report and choose **More** +- Available actions change based on: + - Your role + - Report status + - Workspace settings + - Integrations -## What happens if an export fails? +--- -If a report doesn’t export automatically or manually, you’ll see an error message with instructions on what to do next. You can try exporting it again using the same button. +## What happens after you take a report action -The process works just like manual exports for automatic export issues, so you can fix the problem and retry the export on your own. +- **Submit** → moves report to approval +- **Approve** → moves report to next approver or payment +- **Pay** → marks report as Paid or starts processing payment +- **Export** → sends report data externally +- **Reject** → sends report back for updates +- **Unapprove** → reopens the report before payment -## Why can’t I cancel a payment? +--- -The **Cancel payment** option is only available for in-app payments and only before Expensify starts processing the withdrawal. This is usually between 12 PM and 3 PM Pacific Time each day. +# FAQ + +## What happens if an export fails? -This option won't be available if the payment was made manually outside of Expensify. In that case, use **Unapprove** instead. +An error message appears with next steps. You can fix the issue and retry the export. -## Why can’t I see “Bypass approvers”? +## Why can’t I cancel a payment? -Only workspace admins can bypass the prescribed approval workflow. If “Prevent Self-Approval” is enabled, an admin cannot bypass approvals to approve their own report. +Payments can only be canceled before processing begins. Manual payments cannot be canceled. -## How do I invite a member to an expense report? +## Why can’t I see “Bypass approvers”? -Open the expense report, tap the report header, select **Members**, and then tap **Invite**. Search for the person by name, email, or phone number and select them to add them to the report. +Only workspace admins can bypass approvers. Some settings may prevent self-approval. +## How do I invite a member to an expense report? +Open the report, select the header, then select **Members** and choose **Invite**. From 7b36a638d495d07afb0f9238d6d5136fc5b59129 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Sun, 26 Apr 2026 14:26:37 -1000 Subject: [PATCH 08/10] Document consequences of deleting expenses Added section explaining the consequences of deleting an expense. --- .../reports-and-expenses/How-to-Delete-Expenses.md | 8 ++++++++ 1 file changed, 8 insertions(+) diff --git a/docs/articles/new-expensify/reports-and-expenses/How-to-Delete-Expenses.md b/docs/articles/new-expensify/reports-and-expenses/How-to-Delete-Expenses.md index 8c7fcb69d7bc..80a543a45325 100644 --- a/docs/articles/new-expensify/reports-and-expenses/How-to-Delete-Expenses.md +++ b/docs/articles/new-expensify/reports-and-expenses/How-to-Delete-Expenses.md @@ -42,6 +42,14 @@ Most expenses can be deleted directly. If an expense is on a submitted report or --- +## What happens after you delete an expense + +- If the expense was the only one on a report, the report is also deleted. +- If the report contained multiple expenses, the remaining expenses stay on the report. +- If you need to recover the deleted expense, it can be undeleted. + +--- + ## Why you can’t delete an expense Expenses can only be deleted when certain conditions are met. From 48f5bfc71e71ea1fc3ef10aca63507f2bfbce3b2 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Sun, 26 Apr 2026 14:44:59 -1000 Subject: [PATCH 09/10] Update Expense-and-Report-Actions.md --- .../reports-and-expenses/Expense-and-Report-Actions.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/new-expensify/reports-and-expenses/Expense-and-Report-Actions.md b/docs/articles/new-expensify/reports-and-expenses/Expense-and-Report-Actions.md index 595afc577bf1..72d239ce9a6e 100644 --- a/docs/articles/new-expensify/reports-and-expenses/Expense-and-Report-Actions.md +++ b/docs/articles/new-expensify/reports-and-expenses/Expense-and-Report-Actions.md @@ -31,7 +31,7 @@ Use this guide to understand: ## What each report action means - **Submit**: Available when a report is in Draft. Sends the report into the approval workflow. -- **Approve**: Available when a report is Oustanding and awaiting approval. Confirms the report is ready to move forward. +- **Approve**: Available when a report is Outstanding and awaiting approval. Confirms the report is ready to move forward. - **Pay**: Available after approval. Initiates payment or records a manual payment. - **Export**: Available when a report is Approved or Paid. - **Review**: Appears when there are issues (such as missing receipts or duplicates). Prompts fixes before continuing. From 27b8433177c59d6a8c010f2a27faf76193b3c440 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Sun, 26 Apr 2026 15:02:12 -1000 Subject: [PATCH 10/10] Update Expense-and-Report-Actions.md --- .../reports-and-expenses/Expense-and-Report-Actions.md | 4 ++-- 1 file changed, 2 insertions(+), 2 deletions(-) diff --git a/docs/articles/new-expensify/reports-and-expenses/Expense-and-Report-Actions.md b/docs/articles/new-expensify/reports-and-expenses/Expense-and-Report-Actions.md index 72d239ce9a6e..cf25ccbcd0bb 100644 --- a/docs/articles/new-expensify/reports-and-expenses/Expense-and-Report-Actions.md +++ b/docs/articles/new-expensify/reports-and-expenses/Expense-and-Report-Actions.md @@ -2,7 +2,7 @@ title: Expense and Report Actions description: Learn what actions (Submit, Approve, Pay, Export, Hold) are available on reports based on role and report status. keywords: [New Expensify, report actions Expensify, who can approve report, when can I pay report, report status actions, approver permissions] -internalScope: Audience is all members. High level overiew of what report actions are available based on role and report status. Does not cover step-by-step instructions for performing each action. +internalScope: Audience is all members. High level overview of what report actions are available based on role and report status. Does not cover step-by-step instructions for performing each action. --- # Expense and Report Actions @@ -102,7 +102,7 @@ Use this guide to understand: | **Action** | **When It Appears** | **Who Can See It** | **What It Does** | |------------|---------------------|---------------------|------------------| | **Submit** | Draft reports | Submitter | Sends the report into the approval workflow | -| **Approve** | Oustanding awaiting approval | Approver | Confirms the report is accurate and moves it forward | +| **Approve** | Outstanding awaiting approval | Approver | Confirms the report is accurate and moves it forward | | **Pay** | Approved reports with reimbursable expenses | Payer | Initiates or records payment | | **Export** | Approved or Paid reports not yet exported | Workspace Admin | Sends report data to an accounting system | | **Review** | When issues are detected | All roles | Prompts required fixes before continuing |