How to set up automatic employee report submissions

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 categories) won’t be submitted. See the FAQ below for how those expenses are handled.

Who can enable automatic report submissions

Only Workspace Admins can turn on Submissions and choose a submission frequency for their Workspace.

Where to find the Submissions setting

• 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

How to enable Submissions and choose a schedule

1. Go to Workspaces > [Workspace Name] > Workflows
2. Find the Submissions section
3. Toggle it on (green)
4. Select your preferred Frequency:
   • 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

How to use the By trip submission frequency

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.

FAQ

What happens to expenses with violations?

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.

Why are reports still submitting automatically if I turned off Submissions?

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.

What time of day does automatic submission happen?

All scheduled report submissions occur in the evening (Pacific Time), regardless of which frequency you choose.

Can I create separate reports for each employee credit card?

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

Can employees override the Workspace submission schedule?

No. Once Submissions is enabled on the Workspace, it overrides any individual submission settings members may have in their own Workspaces.

Can I pause automatic submissions during month-end review?

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.

Can employees still submit manually if Submissions is turned on?

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.

Do scheduled submissions include all unsubmitted expenses?

Only compliant expenses will be submitted. Expenses with violations, missing data, or issues will stay in an open report until fixed.