Merge pull request #81923 from Expensify/helpsite-admin-create-reports-only

[No QA] Update help docs for Admin Create Reports feature

Author: VictoriaExpensify

docs/articles/new-expensify/reports-and-expenses/Create-and-Submit-Reports.md

@@ -1,126 +1,175 @@
 ---
 title: Create-and-Submit-Reports.md
 description: Learn how to use New Expensify’s report-first flow to create, edit, submit, and retract expense reports.
-keywords: [New Expensify, create report, submit report, retract report, add expenses, fix report]
+keywords: [New Expensify, create report, submit report, retract report, add expenses, fix report, admin create report, create report on behalf, move expenses to new report]
+internalScope: Audience is members and Workspace Admins. Covers creating, submitting, editing, and retracting expense reports, including admin-created reports. Does not cover approvals, reimbursements, or exports.
 ---
 
-Easily manage your business expenses in New Expensify with our streamlined report-first workflow. This guide walks you through creating, editing, submitting, and even retracting expense reports when needed.
+This article explains how to create, add expenses to, submit, and retract expense reports.
 
-**Note:** Report actions like creating, submitting, or retracting can only be done in your own account. If you need to help a teammate, consider asking them to add you as a [Copilot](https://help.expensify.com/articles/new-expensify/settings/Copilot-Access). 
+## How to create an expense report
 
-# How to create and submit reports in New Expensify
+Follow these steps to build an expense report manually.
 
-Follow these steps to build and submit an expense report manually.
+1. Select the **+ Create** button.
+2. Select **Create report** to open a draft report on your default workspace.
+  - Reports are opened on your default workspace. To switch workspaces select **More > Change workspace**.
+3. Select **Add expense** to add the first expense. You can create a new expense or add an existing unreported expense.
+ 
+**Note:** To add additional expenses to an existing report, select **More > Add** expense. 
 
-## Step 1: Create an empty report
+---
+
+## How to manually submit an expense report
 
-1. Tap the green **➕ Create** button at the bottom of your screen.
-2. Select **Create report**.
-3. The report will be created on your default workspace.
-4. A draft report will open with the workspace’s default title.
-5. Click **More** to change the workspace if needed.
+1. Open an expense report that includes at least one expense.
+2. Select **Submit**.
 
-**Note:** The report will display *“This report is empty”* until expenses are added.
+After submitting, the report status updates and a **“submitted”** entry appears in the activity at the bottom of the report. For details on what each report status means, see [Understanding Report Statuses](https://help.expensify.com/articles/new-expensify/reports-and-expenses/Understanding-Report-Statuses-and-Actions).
 
-## Step 2: Add expenses to the report
+**Note:** If your workspace uses automatic submission, you’ll see **“Waiting for your expenses to automatically submit”** at the top of the report instead of a Submit button.
+
+---
 
-Inside the draft report, tap **More** then **Add expense** to include expense items.
+## How to edit or retract a submitted expense report 
 
-**Option A:** Create a new expense:
+If you submitted a report too early or need to make changes, you can retract it.
 
-1. Tap **Add expense** > **Create expense**.
-2. Enter the expense details (amount, merchant, category).
-3. The expense is added directly to the report.
+Retracting a report moves it back to **Draft**, so you can add, remove, or edit expenses.
 
-**Option B:** Add existing unreported expenses:
+1. Open the submitted report.
+2. Select **More**.
+3. Select **Retract**.
 
-1. Tap **Add expense** > **Add unreported expense**.
-2. Select the expenses you want to include.
-3. Tap **Add to report**.
+**Note:** Only the person who submitted the report can retract it.
+
+---
 
-**Add additional expenses:**
+## Create, submit, and reject expense reports as a Workspace Admin
 
-Once the report includes at least one expense, the Add Expense option will be under the More menu. Tap **More** > **Add expense** to continue adding expenses
+As a Workspace Admin, you can create, submit, and reject expense reports for members within your Workspace.
 
-## Step 3: Submit the report
+To create a new expense report, move expenses to a new report in a member’s account. This is helpful when you need to:
 
-1. Once the report includes at least one expense, the **Submit** button will appear.
-2. Tap **Submit**, or, if automatic submission is enabled, tap **More > Submit** to submit early.
-3. A confirmation message will appear after submission.
+ - Group unreported company card expenses
+ - Separate expenses by accounting period
+ - Move expenses out of an existing Draft report
 
-**Note:** If your workspace uses an automatic submission frequency, you’ll see **“Waiting for your expenses to automatically submit”** at the top of the report instead of a Submit button.
+You can create new reports using: 
 
-**Note:** If your workspace uses **instant submit**, your report may auto-submit once a valid expense is added.
+ - Reported or unreported **company card expenses**
+ - Reported **reimbursable expenses**
+
+You can also manage reports in your Workspace. If a report belongs to a Workspace where you are a Workspace Admin, you can:
+
+ - **Submit** a report on a member’s behalf
+ - **Reject** a report to request changes
+
+This helps keep reports moving forward and ensures expenses are submitted and approved on time.
 
 ---
 
-# How to retract or edit submitted reports in New Expensify
+## How Workspace Admins can create a report by moving one expense
 
-Submitted a report too early? Need to add or remove an expense? You can **retract** submitted reports using the **More** > **Retract** actions.
+1. Open a reported or unreported company card expense, or a reported reimbursable expense.
+2. In the expense details, select the **Report** title line.
+3. Select **Create report** to add the expense to a report on the member's default workspace. 
+   - You must be a Workspace Admin on that workspace.
 
-**Retract** means returning a report from **done** or **outstanding** back to the **draft** state so you can edit it.
+**Note:** If the expense is already on a report, it can only be moved if the existing report is in Draft or Outstanding status.
 
-**Note:** Only the person who submitted the report can retract it.
+---
+
+## How Workspace Admins can create a report by moving multiple expenses
+
+1. Select two or more reported or unreported company card expenses, or reported reimbursable expenses.
+2. Select the **Selected** button.
+3. Select **Move expenses**.
+4. Select **Create report** to add the expenses to a report on the member's default workspace. 
+   - You must be a Workspace Admin on that workspace.
+
+This is useful when you need to:
+- Group unreported company card expenses
+- Separate expenses by accounting period
+- Move expenses out of an existing Draft report
 
 ---
 
-# Reporting use cases in New Expensify
+# Examples of expense report organization
+
+You can organize expense reports in different ways depending on how you track and submit expenses. The examples below show common approaches.
+
+## How to organize expense reports by client
 
-New Expensify’s report-first flow supports multiple business needs. Below are some common use cases.
+Use separate reports to keep expenses tied to specific clients.
 
-## Client-Based Reporting
+Examples:
 
-Best for consultants or teams managing multiple clients.
+- Create a report titled with the client name or project code.
+- Add all expenses related to that client to the same report.
+- Submit the report monthly or when the work is complete.
 
-- Create a separate report for each client.
-- Title the report with the client's name or project code.
-- Add all related expenses.
-- Submit monthly or after the project ends.
+This makes client billing and expense review easier.
 
-## Project-Based Reporting
+## How to organize expense reports by project
 
-Best for teams organizing expenses by project.
+Use project-based reports to group expenses for a specific project or initiative.
+
+Examples:
 
 - Create a new report for each project.
-- Use project-specific titles or tags.
-- Add expenses in real time or in bulk.
-- Submit when the project wraps up.
+- Use clear project names or tags in the report title.
+- Add expenses as they occur or all at once.
+- Submit the report when the project ends.
+
+This helps keep project costs separate and easier to track.
+
+## How to submit monthly expense reports
 
-## Monthly or Periodic Reporting
+Use a monthly report when you submit expenses on a regular schedule.
 
-Best for employees submitting regular monthly reports.
+Examples:
 
-- At the start of the month, tap **Create report**.
-- Title it (e.g., “March 2025 Expenses”).
-- Add expenses as they occur.
-- Submit at the end of the month.
+- Create a report at the start of the month.
+- Use the month and year as the report title.
+- Add expenses throughout the month.
+- Submit the report at the end of the month.
 
-## Travel-Specific Reporting
+This works well for standard reimbursement cycles.
 
-Best for frequent travelers or trip-based expense tracking.
+## How to track travel expenses using expense reports
 
-- Create a report at the start of each trip.
-- Add travel-related expenses during or after the trip.
-- Include notes and receipts if needed.
-- Submit after the trip ends.
+Use trip-based reports to group travel-related expenses.
 
-## Team or Department-Level Reports
+Examples:
 
-Best for managers submitting on behalf of a team.
+- Create a report before or during a trip.
+- Add travel expenses as they happen or after the trip.
+- Include receipts and notes when needed.
+- Submit the report after the trip ends.
 
- - Create a report titled by team or department (e.g., “Marketing – Q2 Events”).
- - SmartScan any team receipts into your own account.
- - Add the expenses to the report.
- - Tag teammates in descriptions if useful.
- - Submit based on your internal process.
+This keeps each trip’s expenses in one place.
 
-**Note:** You can only include expenses captured in your own account — expenses can’t be transferred between teammates. If you need to submit a report from a teammate’s account, they’ll need to add you as a Copilot.
+## How to manage team or department expenses using expense reports
+
+Use department-level reports when you’re managing expenses for a team.
+
+Examples:
+
+- Create a report named for the team or department.
+- SmartScan team receipts into your own account.
+- Add the expenses to the report.
+- Submit the report based on your internal process.
+
+**Note:** You can only include expenses captured in your own account. Expenses can’t be transferred between members. To manage or submit a report from another account, ask them to add you as a [Copilot](https://help.expensify.com/articles/new-expensify/settings/Copilot-Access).
+
+---
 
 # FAQ
 
-## How can an Admin take these actions for another employee?
+## How can an Admin take these actions for another member?
 
-Admins can’t directly create or submit reports on behalf of others. If you need to manage someone else’s reports, ask them to add you as a [Copilot](https://help.expensify.com/articles/new-expensify/settings/Copilot-Access).
+Workspace Admins can create reports on behalf of members by moving expenses to a new report. Workspace Admins can also submit and reject reports for members within their Workspace. If you are not a Workspace Admin and need to submit or manage someone else's reports, ask them to add you as a [Copilot](https://help.expensify.com/articles/new-expensify/settings/Copilot-Access).
 
 ## What happens if I forget to submit a report?
 

docs/articles/new-expensify/reports-and-expenses/Edit-Expense-Reports.md

@@ -5,59 +5,58 @@ keywords: [New Expensify, retract report, edit submitted report, resubmit report
 ---
 
 
-If you submitted a report too early or need to make changes, you can easily update it by retracting the report using **Retract**. This returns the report to an editable state.
-
-**Note:** Report actions like creating, submitting, or retracting can only be done in your own account. If you need to help a teammate, consider asking them to add you as a [Copilot](https://help.expensify.com/articles/new-expensify/settings/Copilot-Access). 
+If you submitted a report too early or need to make changes, you can update it by retracting the report using **Retract**. This returns the report to an editable state.
 
 # When to Retract a Report
 
-This option is helpful when:
+Retracting a report is useful when:
 - You submitted a report too early.
 - Expenses were added by mistake.
 - Additional receipts or notes are needed.
-- You want to move expenses to a different report.
+- You want to move expenses to a different report or create a new report.
 
 You can retract reports with the following statuses:
-- **Outstanding reports**: Only the submitter (or a Workspace Admin submitting their own report) can use **Retract**.
-- **Done reports**: Only **Workspace Admins** can use **Retract**.
+- **Outstanding reports:** Only the member who submitted the report can retract it.
+- **Done reports:** Only Workspace Admins can retract the report.
 
-**Note:** Held expenses or violations won’t stop you from retracting a report.
+**Note:** Held expenses or violations won’t prevent you from retracting a report.
 
 ---
 
-## How to retract an outstanding report
+## How to retract an outstanding expense report
 
 1. Open the report.
-2. Tap the **More** menu (three dots in the top-right corner).
-3. Tap **Retract**.
-4. The report will change to **Draft** and display a **Retracted** system message.
-   - You can only retract outstanding reports you submitted from your own account. Reports submitted by other members require CoPilot access to retract.
+2. Select **More**.
+3. Select **Retract**.
+4. The report will change to **Draft** and display a **Retracted** message in the report activity.
+   - You can only retract outstanding reports you submitted from your own account. Reports submitted by other members require Copilot access to retract.
 
 **Note:** Submitters won’t receive a notification when retracting their own report.
 
 ---
 
-## How to retract a done report
+## How to retract a Done expense report
 
-1. Open the done report.
-2. Tap **More** > **Retract**.
-3. A system message confirms the report is retracted and editable.
+1. Open the report.
+2. Select **More** 
+3. Select **Retract**.
+4. The report moves back to **Draft**, and a **Retracted** entry appears in the report activity.
 
-**Note:** Only Workspace Admins can retract done reports.
+**Note:** Only Workspace Admins can retract Done reports.
 
 ---
 
-## Editing Expense Reports After Exporting to an Accounting System
+## How to edit an expense report after it’s been exported
 
-Admins can still retract done reports even if they’ve already been exported to an accounting system such as QuickBooks or NetSuite.
+Workspace Admins can retract Done reports even if they’ve already been exported to an accounting system like QuickBooks, Xero, NetSuite, or Intacct.
 
-When you click **Retract**, a warning modal will appear to let you know:
-- Retracting the report may cause **data mismatches** between Expensify and the accounting software.
-- Any edits made to the expense report **won’t sync** with the report that’s already been exported.
+When you select **Retract**, you’ll see a warning that explains:
+- Retracting the report may cause data mismatches between Expensify and the accounting system.
+- Any changes made after retraction won’t sync to the exported version.
 
-From there, you can choose:
-- **Retract**: Confirms and returns the report to an editable state.
-- **Cancel**: Dismisses the warning message without making changes to the expense report.
+You can then choose:
+- **Retract** to continue and edit the report
+- **Cancel** to leave the report unchanged
 
 After retracting, a Workspace Admin can fully edit the report—adding or deleting expenses, changing categories, and more.
 
@@ -73,10 +72,14 @@ Yes. Retract the report, remove the expense, and then resubmit the updated repor
 
 You can't retract a report that’s already been **approved** or **paid**.
 
-## What happens if I retract and edit a report after it’s exported to our accounting system?
+## What happens if I retract and edit a report after it’s exported to an accounting system?
 
 You’ll see a warning modal before retracting. Any edits won’t sync to the external system. If you make changes to the report, those will need to be manually reconciled in the accounting system.
 
 ## Can I edit or retract someone else’s outstanding report?
 
-No. You can only retract outstanding reports you submitted from your own account. If you need to take these actions for another employee, ask them to add you as a [Copilot](https://help.expensify.com/articles/new-expensify/settings/Copilot-Access). Admins can retract done reports for their colleagues. 
+No. You can only retract outstanding reports you submitted from your own account. If you need to take these actions for another member, ask them to add you as a [Copilot](https://help.expensify.com/articles/new-expensify/settings/Copilot-Access). Workspace Admins can retract Done reports for members. 
+
+## Can a Workspace Admin create an expense report for a member?
+
+Yes. Workspace Admins can create an expense report for a member by **moving expenses to a new report**. This creates a new report on the member’s default workspace and moves the selected expenses into it. For step-by-step instructions, see [Create and submit expense reports in New Expensify](https://help.expensify.com/articles/new-expensify/reports-and-expenses/Create-and-Submit-Reports).