Expensify Blog

Report states help you understand the status of your report, the permissions each user has, and which actions are permitted at any given moment. Here’s an overview of the different report states you may encounter in Expensify:

Reports States in Expensify

Open: A report that has just been created and never submitted. The report creator has full control to edit the report, and no one else has access to it.

Open (retracted): A report that was submitted but later retracted by the report creator. In an Open (retracted) state, the report creator can still edit the report and re-submit.

Open (rejected): A report that was submitted and then rejected by the report approver. Reports in this state can be edited by the report creator before re-submission.

Processing: A report that has been submitted, and is moving through a approval chain. The report creator has read access to the report, and can retract it before approval for further editing. Approvers of Processing reports can edit the report title or expense details, as well as reject or approve the report.

Archived: A report that has been archived by the report creator. The report is essentially submitted to the creator and approved, so the creator can still reimburse it or unapprove it for further editing.

Approved: A report that has been submitted, processed and final approved. The report can then be reimbursed by the approver, or shared with an accountant for reimbursement. If these reports require further editing, approvers can unapprove these reports.

Reimbursed: A report that has been submitted, processed, final approved, and reimbursed. The report creator can then confirm that the reimbursement has been received.

Reimbursed (withdrawing): A report that has been reimbursed through ACH or Paypal, with the reimbursement in transit or pending.

Reimbursed (confirmed): A report that has been reimbursed through ACH or Paypal, with the reimbursement confirmed to have reached its destination. This status may also appear when the report creator has received a manual reimbursement (such as a check), the approver has marked the report as reimbursed, and the report creator then confirms receipt of the reimbursement.