From 6612225ff4bd4d7195a04c38ab9910eaf51d0157 Mon Sep 17 00:00:00 2001 From: "Stephanie Elliott (via MelvinBot)" Date: Fri, 29 May 2026 23:09:11 +0000 Subject: [PATCH 1/4] Clarify that Manually submission frequency still auto-adds expenses to a report Co-authored-by: Stephanie Elliott --- .../How-to-Set-Up-Automatic-Report-Submissions.md | 2 +- docs/articles/new-expensify/workspaces/Workspace-Workflows.md | 2 +- 2 files changed, 2 insertions(+), 2 deletions(-) diff --git a/docs/articles/new-expensify/reports-and-expenses/How-to-Set-Up-Automatic-Report-Submissions.md b/docs/articles/new-expensify/reports-and-expenses/How-to-Set-Up-Automatic-Report-Submissions.md index c89b5e238a97..79ed118aeefd 100644 --- a/docs/articles/new-expensify/reports-and-expenses/How-to-Set-Up-Automatic-Report-Submissions.md +++ b/docs/articles/new-expensify/reports-and-expenses/How-to-Set-Up-Automatic-Report-Submissions.md @@ -39,7 +39,7 @@ Only **Workspace Admins** can turn on Submissions and choose a submission freque - **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 + - **Manually** — Expenses are still **auto-added to a report** as they're created, but members must submit the report manually. This frequency only controls **when** reports are submitted, not whether expenses are placed on a report. ![Submissions section in Expensify Workflows settings, showing the toggle enabled and Frequency set to By trip]({{site.url}}/assets/images/ExpensifyHelp-WorkspaceSubmissions_ND.png){:width="100%"} diff --git a/docs/articles/new-expensify/workspaces/Workspace-Workflows.md b/docs/articles/new-expensify/workspaces/Workspace-Workflows.md index cf2deb7dbe29..3a5730bfbe4d 100644 --- a/docs/articles/new-expensify/workspaces/Workspace-Workflows.md +++ b/docs/articles/new-expensify/workspaces/Workspace-Workflows.md @@ -53,7 +53,7 @@ Learn how to [enable Approvals](https://help.expensify.com/articles/new-expensif - Twice a month – Reports are submitted on the 15th and the last day of the month. Violations are submitted at the next applicable date. - Monthly – Reports are submitted once a month on your selected day. Violations are submitted the following month. - By trip – A report is submitted when no new expenses are added for two full days. A new trip report starts after that. - - Manually – Expenses are auto-added to a report, but employees must submit them manually. + - Manually – Expenses are still **auto-added to a report** as they're created, but employees must submit the report manually. This frequency only controls **when** reports are submitted, not whether expenses are placed on a report. - If turned **off**, all reimbursable and non-reimbursable expenses are submitted instantly. Learn how to [configure Submissions](https://help.expensify.com/articles/new-expensify/workspaces/Workspace-Workflows#how-to-set-a-submission-frequency) on your workspace. From ae24d85ce10664d2dc07293a90f8eb2befafa48f Mon Sep 17 00:00:00 2001 From: "Stephanie Elliott (via MelvinBot)" Date: Fri, 29 May 2026 23:28:40 +0000 Subject: [PATCH 2/4] Docs: clarify that Submissions OFF keeps expenses Unreported Per feedback on the linked issue, document that toggling Submissions off (not the Manually frequency) is what prevents expenses from being auto-added to a report. Also fix the contradictory "off = submitted instantly" line in Workspace-Workflows so it matches the FAQ behavior. Co-authored-by: Stephanie Elliott --- .../How-to-Set-Up-Automatic-Report-Submissions.md | 6 ++++++ .../new-expensify/workspaces/Workspace-Workflows.md | 2 +- 2 files changed, 7 insertions(+), 1 deletion(-) diff --git a/docs/articles/new-expensify/reports-and-expenses/How-to-Set-Up-Automatic-Report-Submissions.md b/docs/articles/new-expensify/reports-and-expenses/How-to-Set-Up-Automatic-Report-Submissions.md index 79ed118aeefd..4a895acb394a 100644 --- a/docs/articles/new-expensify/reports-and-expenses/How-to-Set-Up-Automatic-Report-Submissions.md +++ b/docs/articles/new-expensify/reports-and-expenses/How-to-Set-Up-Automatic-Report-Submissions.md @@ -43,6 +43,8 @@ Only **Workspace Admins** can turn on Submissions and choose a submission freque ![Submissions section in Expensify Workflows settings, showing the toggle enabled and Frequency set to By trip]({{site.url}}/assets/images/ExpensifyHelp-WorkspaceSubmissions_ND.png){:width="100%"} +**To stop expenses from being auto-added to a report entirely**, toggle the **Submissions** setting **off**. With Submissions off, new expenses stay in the **Unreported** state until a member adds them to a report, and reports must be submitted manually. The **Manually** frequency above does not have this effect — it only delays submission, expenses are still auto-added to a report. + --- ## How to use the By trip submission frequency @@ -59,6 +61,10 @@ That way, travel expenses are grouped together without needing to sort them manu 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. +## How do I stop expenses from being automatically assigned to reports? + +Toggle the **Submissions** setting **off** on the Workspace. When Submissions is off, new expenses stay **Unreported** until a member adds them to a report. The **Manually** frequency does not do this — it only controls when reports are submitted; expenses are still auto-added to a report. If members still see expenses being auto-added, check their **Individual Workspace**, which may have its own Submissions setting enabled. + ## Why are reports still submitting automatically after disabling 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. diff --git a/docs/articles/new-expensify/workspaces/Workspace-Workflows.md b/docs/articles/new-expensify/workspaces/Workspace-Workflows.md index 3a5730bfbe4d..cf354c46a2c9 100644 --- a/docs/articles/new-expensify/workspaces/Workspace-Workflows.md +++ b/docs/articles/new-expensify/workspaces/Workspace-Workflows.md @@ -54,7 +54,7 @@ Learn how to [enable Approvals](https://help.expensify.com/articles/new-expensif - Monthly – Reports are submitted once a month on your selected day. Violations are submitted the following month. - By trip – A report is submitted when no new expenses are added for two full days. A new trip report starts after that. - Manually – Expenses are still **auto-added to a report** as they're created, but employees must submit the report manually. This frequency only controls **when** reports are submitted, not whether expenses are placed on a report. -- If turned **off**, all reimbursable and non-reimbursable expenses are submitted instantly. +- If **Submissions is turned off**, expenses stay in the **Unreported** state until a member adds them to a report, and reports must be submitted manually. This is the only configuration that prevents expenses from being auto-added to a report. Learn how to [configure Submissions](https://help.expensify.com/articles/new-expensify/workspaces/Workspace-Workflows#how-to-set-a-submission-frequency) on your workspace. From 568cdad8d49c6630b7ba704e312412f885dcfd43 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 29 May 2026 17:59:47 -1000 Subject: [PATCH 3/4] Update How-to-Set-Up-Automatic-Report-Submissions.md --- .../How-to-Set-Up-Automatic-Report-Submissions.md | 6 +----- 1 file changed, 1 insertion(+), 5 deletions(-) diff --git a/docs/articles/new-expensify/reports-and-expenses/How-to-Set-Up-Automatic-Report-Submissions.md b/docs/articles/new-expensify/reports-and-expenses/How-to-Set-Up-Automatic-Report-Submissions.md index 4a895acb394a..f49b0a1e4cd4 100644 --- a/docs/articles/new-expensify/reports-and-expenses/How-to-Set-Up-Automatic-Report-Submissions.md +++ b/docs/articles/new-expensify/reports-and-expenses/How-to-Set-Up-Automatic-Report-Submissions.md @@ -39,7 +39,7 @@ Only **Workspace Admins** can turn on Submissions and choose a submission freque - **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 still **auto-added to a report** as they're created, but members must submit the report manually. This frequency only controls **when** reports are submitted, not whether expenses are placed on a report. + - **Manually** — Expenses are still **auto-added to a report** as they're created, but members must submit the report manually. ![Submissions section in Expensify Workflows settings, showing the toggle enabled and Frequency set to By trip]({{site.url}}/assets/images/ExpensifyHelp-WorkspaceSubmissions_ND.png){:width="100%"} @@ -61,10 +61,6 @@ That way, travel expenses are grouped together without needing to sort them manu 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. -## How do I stop expenses from being automatically assigned to reports? - -Toggle the **Submissions** setting **off** on the Workspace. When Submissions is off, new expenses stay **Unreported** until a member adds them to a report. The **Manually** frequency does not do this — it only controls when reports are submitted; expenses are still auto-added to a report. If members still see expenses being auto-added, check their **Individual Workspace**, which may have its own Submissions setting enabled. - ## Why are reports still submitting automatically after disabling 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. From eef593e32cd45eb0fc0d8012c19bf3370aa91bf4 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 29 May 2026 18:01:28 -1000 Subject: [PATCH 4/4] Update Workspace-Workflows.md --- docs/articles/new-expensify/workspaces/Workspace-Workflows.md | 3 ++- 1 file changed, 2 insertions(+), 1 deletion(-) diff --git a/docs/articles/new-expensify/workspaces/Workspace-Workflows.md b/docs/articles/new-expensify/workspaces/Workspace-Workflows.md index cf354c46a2c9..a5d6832a8f3a 100644 --- a/docs/articles/new-expensify/workspaces/Workspace-Workflows.md +++ b/docs/articles/new-expensify/workspaces/Workspace-Workflows.md @@ -54,7 +54,8 @@ Learn how to [enable Approvals](https://help.expensify.com/articles/new-expensif - Monthly – Reports are submitted once a month on your selected day. Violations are submitted the following month. - By trip – A report is submitted when no new expenses are added for two full days. A new trip report starts after that. - Manually – Expenses are still **auto-added to a report** as they're created, but employees must submit the report manually. This frequency only controls **when** reports are submitted, not whether expenses are placed on a report. -- If **Submissions is turned off**, expenses stay in the **Unreported** state until a member adds them to a report, and reports must be submitted manually. This is the only configuration that prevents expenses from being auto-added to a report. + +**Note:** If Submissions is turned disabled, expenses stay in the **Unreported** state until a member adds them to a report, and reports must be submitted manually. This is the only configuration that prevents expenses from being auto-added to a report. Learn how to [configure Submissions](https://help.expensify.com/articles/new-expensify/workspaces/Workspace-Workflows#how-to-set-a-submission-frequency) on your workspace.