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How to complete an expense report

  • Updated

Completing an expense report in Weel ensures your card transactions are coded, receipted, and ready for approval or export to your accounting software. If you are new to expense reports in Weel, start with Understanding Expense Reports in Weel to learn how they work and when action is required.

 

Before You Start

  • You will need a Weel account with at least Team Member access and an assigned budget card to complete expense reports for card transactions.
  • Some businesses may require staff to complete additional reporting fields like Description or Attendees. Please complete these fields to finalise your expense report.
  • File formats that are compatible with Weel: PDF, JPG, JPEG PNG, GIF, TIF, TIFF OR EML.
     


Steps

To complete an expense report from the mobile app:

  1. Open the Weel mobile app
  2. Open the Expenses tab. All incomplete expense reports will appear under the Incomplete tab
  3. Open the Expense Report you need to complete
  4. Tap the + under Attach Tax Invoice and select your preferred method:
    • Take a photo
    • Choose Photo from Photo Album
    • Upload a File
    • No Tax Invoice
  5. GST is automatically calculated - no action is needed here
  6. Category is usually automatically selected - if not, please tap on the Category field and select the correct category.
  7. Budget will be automatically populated for you - no action is needed here


To complete an expense report from the Weel website:

  1. Login to the Weel website
  2. Open the Transactions page - all incomplete expense reports will appear here
  3. Open the transaction that needs to be completed - use the Status filter to quickly find any incomplete expenses.
  4. Upload a Tax Invoice using the following methods:
    • Drag and drop
    • Choose a file
    • Selecting "No Tax invoice"
  5. GST is automatically calculated - no action is needed here
  6. Category is usually automatically selected - if not, please click on the Category field and select the correct category.
  7. Budget will be automatically populated for you - no action is needed here
  8. Click Submit


What Happens Next

Once submitted, your expense report will move from Incomplete to the next stage based on your organisation's approval rules. If your business has an approval workflow for card expenses, the report will be routed to the relevant approver.

If approved (or if no approval is required), the expense data will be exported to your accounting software automatically, if integrated.

Keep an eye out for any notifications — if an approver requests changes, you will receive an alert and will need to update and resubmit the expense.

Note: If your organisation has Express Expense Completion enabled, incomplete expenses older than three days may result in your budget cards being temporarily blocked. Complete your outstanding expenses promptly to avoid interruption.

 

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