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Managing expenses user guide, overview
Purpose
This article explains how to get started with managing expenses using TravelBank. It also directs users to other relevant resources.
Audience
This article is directed toward employees with a free TravelBank expense management account who need to submit expense reports.
Overview
The following videos show how to manage expenses and card transactions in the TravelBank web app:
Definitions of expense and transaction
Throughout this article, and much of our expense documentation at TravelBank, we use the terms expense and transaction to describe different parts of the expense management process.
Transaction: When you make a purchase using a card associated with your TravelBank account, that purchase is considered a transaction.
Expense: When that transaction is processed and appears on the card feed, it populates as an expense on the Expenses & Transactions page. At that point you can add additional expense details to the transaction-turned-expense. TravelBank converts every transaction into an expense and populates as much information as it can gather about the expense so you don’t have to manually add as much information.
Expenses & Transactions page overview
There are a few tasks that you can complete directly on the Expenses & Transactions page (refer to Figure 1 and Figure 2) without opening an expense:
Selecting an expense
Adding a receipt to an expense
Choosing an expense category
Merging a synced transaction with an expense (with the exception of travel bookings)
Figure 1. Expenses & Transactions page (web app)
Figure 2. Expenses & Transactions page (mobile app)
Expense and transaction icons
The list of expenses and transactions is organized by date with icons to help you differentiate between receipts, card transactions, bookings, and more. Each icon is defined in the following list and is shown with its definition in the subsequent Figure 3.
Receipt icon: Receipt or manual expense
Card icon: Card transaction
Receipt icon with card in front of it: Merged expense and transaction
Suitcase icon: Travel booking
Odometer icon: Mileage
Right and left arrows icon: Refund to company
Figure 3. Expense and transaction icons and definitions
The color of each icon indicates the status of the receipt, card transaction, booking, or other item—the icon is red if the action is missing required information and blue when the item is completed and ready to be submitted. Also, when the item is missing required information, an error message icon (Figure 4) appears by the item.
Figure 4. Error message icon
Search for a specific expense
You can look for a specific expense by using the search bar or filtering by status, type, date, or the card used to make the transaction.
Filter expenses
In addition to searching for specific expenses, you can also filter the expenses on the Expenses & Transactions page.
Once you’ve applied filters, they will be retained when you select an expense, view the expense details, and come back to the Expenses & Transactions page.
Filter expenses (web app)
Select Filter at the top-right corner of the page. This opens a side menu where you can filter by status, type, and date range.
Select the filters you want to apply, and then select Apply.
When you apply filters, a number badge appears on the Filter button showing the number of filters applied. The applied filters are also shown above the list of expenses (Figure 5).
Figure 5. Expenses & Transactions page showing the filter badge number (web app)
To remove individual filters: select the X to the right of the filter name (Figure 6) or select Filter and then the X to the right of the filter name (Figure 7). Selecting the Reset button removes all filters, restoring the default view.
Figure 6. Expenses & Transactions page, remove individual filters (web app)
Figure 7. Filter menu from the Expenses & Transactions page, remove individual filters (web app)
Note: TravelBank retains deleted expenses for 30 days. Deleted expenses are hidden from view, but you can make them visible by selecting Filter > Status > Deleted > Apply.
Filter expenses (mobile app)
Select the filter icon at the top of the page (Figure 8).
Figure 8. Filter icon and expanded filter screen (mobile app)
This opens a menu where you can filter by status, type, date range, and card (Figure 8 and Figure 9). You can also show deleted expenses and transactions only by turning on the Deleted filter.
Figure 9. All filter options (mobile app)
Select the filters you want to apply, and then select View ## Results. When you apply filters, a round icon appears on the Filter button (Figure 10).
Figure 10. Expenses & Transactions page (mobile app), filters applied icon
To remove or adjust the filters, select the filter icon, select or unselect filters as needed, and select View ## Results. Selecting the Reset button removes all filters, restoring the default view.
Difference between iOS and Android versions of mobile app
The iOS and Android versions of the TravelBank mobile app are the same, with the following exception: the Android version currently supports bulk editing actions (that is, assigning multiple expenses to a report at once) while the iOS does not have that functionality yet.
Learn more about managing expenses
To learn more about managing expenses, we invite you to explore our other related articles:
Need help?
If you need help, contact the TravelBank support team:
Email support@travelbank.com.
From the web app: Select the Help & Support icon at the top-right (that is, the question mark icon) and select "Chat With Us."
From the mobile app: Open the navigation menu and select "Chat With Us."
Publish date: NA
Last update: August 04, 2025