An expense report collects everything a business trip cost into one document. The employee checks it and submits it, an approver approves it or sends it back, and finance exports it to accounting.
Where to find it
Left sidebar → Expenses → Expense reports (/app/expense-reports).
What a report contains
- Bookings paid by the company: flights, trains, buses, hotels and cars booked on the platform, plus bookings made elsewhere that the company paid for.
- Expenses: company card transactions and out-of-pocket expenses.
- Per diem: the official daily allowance, calculated day by day from the trip.
Report statuses
| Status | What it means |
|---|---|
| Draft | Being prepared. Only the employee (or someone acting for them) sees and edits it. |
| Submitted | Waiting for the approver. |
| Sent back | The approver returned it with a comment. Fix it and submit again. |
| Approved | Approved. The PDF is filed to the trip's order documents. |
| Exported | Taken into accounting (CSV or DATEV export). |
| Closed | Settled. Closes automatically some time after export. |
How a report moves
- A draft appears after the trip, or you create one from the order or by hand. See Creating an expense report: after a trip, from an order or by hand.
- The employee checks the bookings, card transactions and per diem, adds what is missing, and clicks Submit.
- The approver approves it, sends it back with a comment, or discusses it first.
- Finance exports approved reports to accounting.
FAQ
What is in an expense report? The bookings the company paid for, the trip's card transactions and out-of-pocket expenses, and the per diem for each day of the trip.
My report is "Sent back". What do I do? Read the approver's comment, fix the report and submit it again. A sent-back report is editable again.
When does a report close? Some time after it has been exported to accounting, automatically.
Related articles
- Creating an expense report: after a trip, from an order or by hand
- Expense reports: who can see and file them
- Card transactions in an expense report
- Submitting and approving an expense report
- Expense report PDF
- Exporting expense reports to accounting: CSV and DATEV
- Per diem in an expense report: how each day is calculated
Still have questions? Message us in the support chat or at support@travel-code.com.