| title | Automatically submit employee reports | ||||||
|---|---|---|---|---|---|---|---|
| description | Learn how to configure automatic employee report submissions in Expensify Classic using the Submissions setting in your Workspace workflows. | ||||||
| internalScope | Audience is Workspace Admins. Covers how to enable and configure automatic employee report submissions in Expensify Classic. Does not cover manual report workflows or approval routing. | ||||||
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By setting a submission schedule for your workspace, expenses are automatically added to a report and submitted for approval based on the schedule you choose. This ensures employee expenses are collected without requiring manual submission each time.
When Submissions is enabled, employee expenses are automatically added to a report and submitted for approval based on the schedule you choose. This saves your team from submitting reports manually.
If there’s no open report, a new one is created automatically. Reports are submitted according to your selected frequency - daily, weekly, twice per month, by trip, instantly, or manually.
Note: Expenses with violations (like missing receipts or incorrect categories) won’t be submitted. They’re removed from the report and moved to a new open report. Once the violation is fixed, they'll be submitted on the next scheduled date.
Only Workspace Admins can turn on Submissions and choose a submission frequency for their Workspace.
- Web: Go to the navigation tabs on the left and select Workspaces > [Workspace Name] > Workflows
- Mobile: Tap the hamburger menu in the top-left corner, then select Workspaces > [Workspace Name] > Workflows
To enable and configure automatic submissions:
- Go to Settings > Workspace > [Workspace Name] > Workflows.
- Find the Submissions section
- Toggle it on (green)
- Choose how often expenses submit:
- Instantly — Expenses are submitted as soon as they’re created
- Daily — Reports are submitted each evening (Pacific Time)
- Weekly — Reports are submitted weekly on Sundays
- Twice a month — Reports are submitted on the 15th and last day of the month
- By trip — A report is submitted after two full days without new expenses
- Manually — Expenses are auto-added to reports, but members must submit manually
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If your team travels often, choose By trip as your submission frequency. A report is submitted after two full days without any new expenses. A new trip report begins after that.
That way, travel expenses are grouped together without needing to sort them manually.
Expenses with violations—like missing receipts, incorrect categories, or amounts over Workspace limits—won’t be submitted. They’re removed from the current report and moved to a new open report. Once the violation is fixed, they’ll be submitted on the next scheduled date.
If Submissions is disabled or set to Manually on the Workspace, check the member’s Individual Workspace. Their personal settings may still have Submissions enabled, which will apply by default.
All scheduled report submissions occur in the evening (Pacific Time), regardless of which frequency you choose.
No. Expenses from multiple cards are combined into a single report, based on the selected frequency.
To separate them:
- Manually create reports for each card
- Filter by card and assign expenses to the correct report
No. Once Submissions is enabled on the Workspace, it overrides any individual submission settings members may have in their own Workspaces.
There’s no pause button, but you can temporarily change the Frequency setting to Manually to prevent automatic submissions. Just switch it back after your review period.
Yes. Employees can submit reports manually at any time—even if a scheduled frequency (like Daily or By trip) is selected. The schedule just automates submission if they don’t act first.
Only compliant expenses will be submitted. Expenses with violations, missing data, or issues will stay in an open report until fixed.