Create an expense report

Create it

1. Open Expense Reports (account menu on phones, sidebar on a computer) and tap New Expense Report.
2. Client — pick who reimburses you, or choose Add New Client.
3. Tail Number — pick a saved tail or add a new one. See Tail numbers.
4. Start Date and End Date — the period the expenses cover. The end date can't be before the start date.
5. Notes — optional. They're copied into the invoice notes.
6. Tap Create Expense Report. If it's greyed out, the "Still needed: …" line under it says what's missing.

Add expenses

On the expense report:

• Scan — scan or upload a new receipt; it's linked to this report automatically.
• Link Existing (Link on phones) — attach approved receipts you've already added. See Link receipts to a trip or expense report.
• Add Mileage — record driving. See Mileage.

The summary shows Expenses (approved receipts), Mileage, and the Total. Receipts still waiting for review show Needs review · not on the invoice yet.

Bill it

Tap Create Invoice. The invoice lists your receipts, any additional expenses you add, and mileage — no work days. See Create an invoice.

Added a receipt or mileage after invoicing? The report shows a banner offering Revise invoice (or Reopen draft) to add it. See Link receipts to a trip or expense report.

Edit or delete it

• Tap Edit Report to change the client, tail, dates, or notes. If the report already has an invoice, the save button reads Save & Reopen Draft Invoice (draft) or Save & Revise Invoice (sent or paid). Your changes are saved first, then the invoice is voided and reopened with the same invoice number so you can check it and save it again. Saving without changing anything leaves the invoice alone. See Revise, void, or regenerate an invoice.
• Tap the trash icon to delete the report. Its mileage entries are deleted with it; its receipts are unlinked, not deleted. A report that's on a draft, sent, or paid invoice can't be deleted — the trash icon only appears when the report has no invoice, or its invoice is void. To delete it anyway, delete the invoice first if it's a draft, or void it if it was sent or paid. See Delete or void an invoice.

Expense reports are Active until invoiced, then Invoiced. Voiding its invoice with Void, or deleting a draft, puts it back to Active. A report whose invoice was voided with Revise but not saved again shows Completed until you create its invoice again.