Advice and answers from the Expensify Team

All expenses must be placed on a report and submitted for approval, but with Scheduled Submit (Automatic Report Creation and Submission), you no longer need to worry about the arduous task of creating your expenses, adding them to a report, and submitting them manually. All you need to do is send us your receipts and we'll take care of the rest, on a variety of schedules that you can set according to your preferences!

Here's how it works:

  1. Use the mobile app to snap a picture of your receipt, or forward your receipts to receipts@expensify.com.
  2. With our SmartScan OCR technology, we automatically create the expense entry associated with that receipt in your account. If you want even less manual entry, set expense rules in your account or default-categorization settings in your policy, we'll also set the appropriate categories, tags, and/or billable or reimbursable statuses for you!
  3. We automatically place that expense on an open report for you. If you don't have any open reports, we'll make one for you, following any default report title settings you might have in place in the active policy at that time.
  4. Depending upon the scheduled submit frequency you have set (more on that below), we'll automatically submit your expenses for you whenever you tell us we should. This means no more having to look through employee reports and giving them a nudge. We do it for you! 
  5. Want to create the report automatically but don't want it to submit it automatically? Choose the manual option for the frequency.

Want your reports created/submitted on a different schedule? No problem!

Here are the different options for scheduled submit frequencies. (***If you have automatic approval enabled, please see additional notes below):

  • Disabled: No report will be automatically generated.
  • Daily: Expenses will be added to any currently available open report. If one isn’t available, one will be created. Expenses without violations will be submitted nightly. Expenses that do have violations will stay behind on an open report until the violations are corrected, then harvested that evening (PDT). 
  • Weekly: Expenses will be added to any currently available open report. If one isn’t available, one will be created. Expenses without violations will be submitted weekly. Expenses that do have violations will stay behind on a new open report and collect with any new expenses, then submit at the end of the next weekly cycle (on Sunday evening, PDT). 
  • Twice a month: Expenses will be added to any currently available open report. If one isn’t available, one will be created. Expenses without violations will be submitted on the 15th and the last day of each month, in the evening (PDT). Expenses that do have violations will stay behind on a new open report and collect with any new expenses, then submit at the end of the next cycle. 
  • Monthly: Expenses will be added to any currently available open report. If one isn’t available, one will be created. Expenses without violations will be submitted monthly. Expenses that do have violations will stay behind on a new Open report and collect with any new expenses, then submit on the evening (PDT) on the day you indicate.
  • By trip: Expenses are automatically added to an open report with expenses less than 2 days prior within it. Should two days elapse without a new expense being created, the report will be submitted the evening of the second day. Subsequent expenses will create a new report. (Note: the '2 day' period is a date period, not a period of 48 hours).
  • Manually: An open report will automatically be created and expenses will be added accordingly, but we will not submit the report automatically. Reports will need to still be manually submitted.

***If you are using Automatic Approval, report behavior will be a bit different so that we’re extra careful with these automations!

The submission process will then create up to 3 reports per report it harvests:

  • One report with expenses without any violations or notes. This report will be auto-submitted (based on the schedule and timeframe, above) and auto-approved.
  • One report with the expenses that have notes or dismissed violations. This report will be auto-submitted (based on the schedule and timeframe above) but not auto-approved.
  • One report with the violations that is not auto-submitted.

What if I have a violation that I don't need to fix, and want to clarify for my admin/approver?

No problem! If you add a comment to an expense with a violation, we will still submit the expense automatically, but the violation will still be noted on the report.

How do I turn this off or make changes?

As a policy admin, you can verify Scheduled Submit is enabled by going to Admin > [select policy] > Reports and make sure Scheduled Submit

Concierge submitted my report automatically, but I wasn't finished! What do I do?

No worries! You can either click to retract the report if it hasn't been approved yet, or you can request your manager to reject the report back to you if it has been approved. You can then make edits while it's in the Open state, and then re-submit manually. 

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