Edit Expenses

You can edit a single expense from within a report, or update multiple expenses at once using bulk edit. Both options let you change details like merchant, category, amount, and more.

Who can edit expenses

• All members: Can edit expenses on their own Draft or Outstanding reports.
• Current approver: Can edit expenses on the submitter’s Draft reports and on Outstanding reports pending their approval.
• Workspace Admin: Can edit expenses on any Draft or Outstanding report on the Workspace.

Expenses on Approved reports must be unapproved before they can be edited. Expenses on Paid and Done reports cannot be edited.

The one exception is receipts: a Workspace Admin can attach or replace a receipt on an expense in an Approved report without unapproving it. Learn how to attach or replace a receipt on an Approved report.

How to edit a single expense

1. In the navigation tabs (on the left on web, on the bottom on mobile), go to Spend > Expenses.
2. Select the expense to open it.
3. Select the field you want to edit.
4. Make your update.
5. Click Save.

On the web, you can also edit an expense directly from the table without opening it. Hover over date, merchant, description, category, tag, or amount and click the pencil icon that appears to edit the value inline.

How to edit multiple expenses at once

Use edit multiple to update the same field across several expenses simultaneously.

1. In the navigation tabs (on the left on web, on the bottom on mobile), go to Spend > Expenses.
2. Select 2 or more expenses using the checkboxes.
3. Click Selected.
4. Choose Edit multiple.
5. In the side panel, select the field you want to update.
6. Enter the new value.
7. Click Save.

Note: If editing is not allowed on a field for any of the selected expenses, that field will not be available for editing.

How to add attendees to multiple expenses at once

Attendees appears in the Edit multiple expenses panel when every selected expense belongs to a Workspace on the Control plan that has Attendee tracking enabled. Learn how to enable Workspace Rules.

1. In the navigation tabs (on the left on web, on the bottom on mobile), go to Spend > Expenses.
2. Select 2 or more expenses using the checkboxes.
3. Click Selected.
4. Choose Edit multiple.
5. Click Attendees.
6. Select attendees from Recents, Contacts, or enter a name, email, or phone number.
7. Click Save.
8. Click Save again to apply your changes to every selected expense.

What expense fields can be edited

On Draft and Outstanding reports, you can edit:

• Amount (cash expenses only)
• Description
• Merchant
• Date
• Other fields like Category, Tag and Attendees

Note: Expenses on Approved reports must be unapproved before they can be edited. Expenses on Paid or Done reports cannot be edited. Learn how to unapprove a report.

What happens after you edit expenses

• Edits apply to all selected expenses.
• Changes are saved immediately for each expense.
• Existing values are overwritten with the new values you enter.

FAQ

Can I edit expenses on Draft and Outstanding reports?

Yes, expenses on Draft and Outstanding reports can still be edited.

Can I edit expenses on Approved reports?

Yes. However, the report submitter will need to ask the approver to unapprove the report before the expenses can be edited again. A Workspace Admin can attach or replace a receipt on an Approved report without unapproving it.

Can I edit expenses on Paid and Done reports?

No, expenses on Paid and Done reports are locked and cannot be reopened for editing.

Why are some fields not editable in the Edit multiple panel?

If a field is restricted for any selected expense (for example, amount on a card expense), it will be disabled in the Edit multiple panel.

Why don’t I see the Attendees field in Edit multiple?

Attendees only appears when every expense you selected sits on a Workspace that is on the Control plan and has Attendee tracking enabled under Rules. It is not available for invoices or for personal expenses that aren’t on a Workspace.

Does editing attendees in bulk keep the attendees already on my expenses?

No. The attendees you select replace the ones already on selected expense.

Why can’t I see the Edit multiple option?

Edit multiple only appears when you select 2 or more Unreported, Draft, or Outstanding expenses that have at least one editable field.