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Understanding your Expense Report

Understanding the information under different sections of your expense report.

S
Written by Shrey
Updated over a year ago

Expense reports provide a consolidated view of your business expenses, facilitating efficient tracking, submission, and reimbursement. This article breaks down the key components of an expense report in Fyle, helping you understand the information presented and the actions you can take.

Report Header

The header section contains essential information about the report itself:

  • Report Number: A unique identifier for your expense report.

  • Report Name: The name you assigned to the report.

  • Owner: Your name (as the creator and submitter of the report).

  • Creation Date: The date the report was created.

  • Submission Date: The date the report was submitted (this field will be blank for draft reports).

  • Status: The current status of the report (e.g., Draft, Submitted, Approved, Payment Processing).

  • Total Amount: The total amount of all expenses included in the report.

Expense Details

The main body of the report lists the individual expenses included:

  • Expense Date: The date of the expense.

  • Merchant: The name of the vendor or merchant.

  • Category: The expense category.

  • Amount: The expense amount.

  • Receipt: A visual indicator of whether a receipt is attached. Click or tap the icon to view the receipt.

  • Comments: An area for comments on individual expenses. Click or tap the icon to view or add comments.

  • Policy Violations: A visual indicator of any policy violations. Click or tap the icon for details.

  • Potential Duplicates: A visual indicator of potential duplicate expenses. Click or tap the icon for details.

Actions

Depending on the report's status, you can perform various actions:

  • Draft Reports:

    • Edit Report Name: Change the report name.

    • Add Expenses: Add more expenses to the report.

    • Remove Expenses: Remove expenses from the report.

    • Edit Expenses: Edit the details of individual expenses.

    • Submit Report: Submit the report for approval.

  • Submitted Reports (before approval):

    • Add Expenses (limited): Depending on your organization's settings, you may be able to add new expenses.

    • Edit Expenses (limited): Editing capabilities might be restricted after submission.

  • Approved/Processing/Paid Reports: No further actions are typically required from you.

Additional Features

  • Category View: Toggle to the Category View to see expenses grouped by category.

  • Filtering Expenses: Filter the expenses within the report by various criteria (date, merchant, category, etc.).

  • Downloading the Report: Download the report as a PDF or in other formats (Excel, CSV).

  • Sharing the Report: Share the report with others via email.

Understanding Report Statuses

  • Draft: The report has been created but not yet submitted.

  • Submitted: The report has been submitted for approval.

  • Sent Back: The report has been returned by an approver for corrections.

  • Approved: The report has been approved by the necessary approvers.

  • Payment Processing: The report is being processed for payment (for reimbursable expenses).

  • Paid: The expenses in the report have been reimbursed.

  • Closed: The report is closed, indicating the completion of the expense cycle.

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