How to generate and download Expense reports

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Expense reports provide a clear, downloadable summary of employee expenses that have been reviewed as part of the expense review process. These reports are especially useful for staying compliant, tracking business costs, and reimbursing employees for expenses they've incurred on behalf of their company.

What is an Expense report?

An Expense report is a downloadable document that includes a categorised list of reviewed and exported expenses for a specific employee. When you've chosen which transactions you want to include in the Expense report, you'll be able to download it from the Expense reports section. Expense reports that are marked as "Not processed" can be downloaded as PDF, XLSX, or CSV. Reports marked as "Processed" can only be downloaded as a non-editable PDF.

If any of the expenses require reimbursement, you'll also be able to reimburse employees from the Expense reports section. For more information on reimbursement, refer to this article: Reimburse employees for out-of-pocket transactions.

Who can generate expense reports?

Anyone with permission to review and generate expense reports, such as Super admins, Admins, Leaders, and Accountants can generate expense reports. If you're using custom roles, just make sure you add the correct permission ("Can see the expenses to review and generate expense reports") to each role that you want to enable generating expense reports for.

How to generate an Expense report for an employee

1. From the left-side menu, select Expenses > Expense review.
2. Go to the Review tab.
   
3. Select the user whose expenses you want to include in the report.
   
4. Select the Reviewed tab.
   Note: You'll only be able to export transactions that have already been reviewed. For more information on reviewing expenses, refer to this article: Review expenses.
5. Tick the checkbox next to each transaction you want to include in the Expense report. Each transaction you select will be included in a single Expense report document.
6. Select Export.
   
7. That's it. You've generated the Expense report! The transactions will move to the Exported tab and you'll be able to download the Expense report from the Expense reports section.
   

How to download the Expense report

1. From the left-side menu, select Expenses > Expense report.
2. Tick the box next to each report you want to download.
   Tip: If you have multiple reports listed and you need to quickly find a report for a specific employee, you can use the Transaction owner filter.
3. Select Export.
   
4. Select the file format for the download.
   Note: For Expense reports marked as "Processed", you'll only be able to download a non-editable PDF. For reports marked as "Not processed", you can choose from PDF, XLSX, or CSV.
5. If you select the PDF format, choose what to include in the report:
   
   
   • Transactions only
   • Transactions and attachments (such as receipts)
   
6. Select Export.
   
7. Your file will be generated and you'll be able to download your Expense report.
   

Note: For XLSX and CSV, this is what's included in the report:

- Paid with company money: total amount of approved expenses made with company money.
- Out-of-pocket reimbursement: total reimbursement for approved out-of-pocket expenses made with personal payment methods.
- Mileage reimbursement: total amount of approved mileage reimbursements.
- Owed to company: total amount of denied expenses made with company money that need to be paid back to the company.