Purpose
This article describes how to create and manage an expense report.
Additional resource: Watch our CSM Office Hours: Submitting Expense Reports video for more information.
Audience
This article is directed toward employees with an expense management account who need to submit expense reports.
Prerequisites
In order to submit a reimbursable expense on an expense report, first add your bank account for reimbursements. Otherwise, you will be blocked from submission.
Create and submit an expense report
Review the Submit an Expense Report Walkthrough video to learn how to submit an expense report, edit the report name, check the status of the report, and confirm your reimbursement.
You can use reports to organize expenses and transactions to fit your needs, and you can create and submit an expense report from either the Expenses & Transactions page or the Reports page.
Add expenses to a report and submit the report (web app)
You can submit an expense report on the web app through the Expenses & Transactions page or the Reports page.
Submit a report through the Expenses & Transactions page:
On the Expenses & Transactions page, check the boxes for the expenses you want to include in your report (Figure 1).
Figure 1. Create report from the Expenses & Transactions page
Assign the expenses to an existing or new report:
To assign the expenses to an existing report: Select Assign to Report. > Select the appropriate report. > Select Assign.
To assign the expenses to a new report:
Submit a report through the Reports page (Figure 2):
Figure 2. Reports page, including Create Report button
On the Reports page, select an existing or new report:
To select an existing report: Select the report row.
To create a new report: Select Create Report. This opens a New Expense Report dialog. > Add a report name in the Report Name field. > Select Add. This creates the report, and now you can add expenses to it. > Select the report to open it and add expenses.
At the bottom of the page, select Add.
Add your expenses as needed.
Each expense you add now appears on the report page.
When you are ready to submit the report, select Submit* at the bottom of the page.
Regardless of which way you create and submit an expense report, only complete expenses can be submitted. If you add to the report expenses that are missing information, you will be prompted to add the missing information before you can submit the report (Figure 3). You can also add comments to the report, before or after submitting, for context if necessary. These are visible to your approvers, who can also respond, and you, the employee/submitter of the report.
Figure 3. Expense report with an expense missing required information
Note: You can also assign an expense to an existing report by opening the expense directly and updating the Assign to Expense Report field (Figure 4).
Figure 4. Assign to Expense Report field (web app)
*Note about submitting a reimbursable expense
If you try to submit a reimbursable expense from the Expenses & Transactions page or the Reports page (from the web or mobile app) and you have not set up a bank account for reimbursements, you will be blocked from submitting the expense (Figure 5).
Figure 5. Missing Reimbursement Account dialog
To resolve this issue, you need to add a reimbursement account:
Select the Go to My Account button in the dialog.
Select Sync.
Refer to our “Add a bank account for reimbursements” article for the complete steps on adding a reimbursement account.
Edit your report
Once you’ve created a report, but before submitting it, you can change the title; add, edit, or remove expenses; and add or respond to comments.
Edit your report (web app)
To open a report to edit it: Select Reports from the navigation menu. > Select the expense report row. From there you can make the following changes to your report.
Change the title: Select Edit Report. This opens an Edit Expense Report dialog. > Change the report title as needed. > Select Save.
Add an expense to a report
Remove expenses from a report: Select the expense row to open the expense that you want to remove. This opens an Expense Details page. > In the Assign to Expense Report field, change the report to a different report. > Select Save Expense.
Add or respond to report comments: In the Activity section of the report page (Figure 6), select the Add Comment field. > Add your comment. > Select Send.
Figure 6. Report Activity section (web app)
Note: Although you cannot edit an expense directly from the expense report details page, you can edit an expense when you open it. Select the expense row to open the expense. This opens the Expense Details page. > Make any needed changes. > Select Save.
Check your report status (web app)
To view the status of your expense report, select Reports from the navigation menu:
Reports in the Open tab have not been submitted or are pending manager approval.
Reports in the Paid tab have been approved, and you can expect your corporate card to be paid.
Check your report status (mobile app)
To view the status of your expense report, from the mobile home page select the hamburger menu icon > Reports.
Reports in the Open tab have not been submitted or are pending manager approval.
Reports in the Closed tab have been approved, and you can expect your corporate card to be paid.
Need help?
For assistance, use the online chat feature. On the web, select the question mark at the top-right corner of the page and then Chat with Us. On the mobile app, open the menu and then select Chat with Us.
Publish date: May 12, 2026
Last update: NA