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How to complete an expense report

  • Updated

Completing an expense report in Weel gets your card transactions coded, receipted, and ready for approval or export to your accounting software.

Before you start

  • You'll need a Weel account with at least Team Member access and an assigned budget card to complete expense reports for card transactions.
  • Some businesses require you to complete additional fields, like Description or Attendees, before an expense report can be marked complete. Fill these in if your business asks for them.
  • Compatible file formats for receipts and tax invoices are PDF, JPG, JPEG, PNG, GIF, TIF, TIFF, and EML.

To complete an expense report from the mobile app

  1. Open the Weel mobile app.
  2. Open the Expenses tab. It defaults to showing incomplete expense reports under the Incomplete view.
  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, or No Tax Invoice.
  5. GST is automatically calculated. No action needed.
  6. Category is usually automatically selected. If not, tap the Category field and choose the correct one.
  7. Budget is automatically populated from the card the transaction was made on. No action needed.

To complete an expense report from the Weel website

  1. Log in to the Weel website.
  2. Open the Transactions page. Use the Status filter and select Incomplete expense to quickly find outstanding items.
  3. Open the transaction that needs to be completed.
  4. Upload a Tax Invoice by dragging and dropping, choosing a file, or selecting No Tax Invoice.
  5. GST is automatically calculated. No action needed.
  6. Category is usually automatically selected. If not, click the Category field and choose the correct one.
  7. Budget is automatically populated from the card the transaction was made on. No action needed.
  8. Click Submit.

What happens next

Once you submit an expense report, it moves from Incomplete to the next stage based on your business's approval rules.

  • If your business has an approval workflow, the report goes to the relevant approver; once it's approved (or if no approval is required), the expense data exports to your accounting software automatically, if you have one integrated.
  • If an approver declines your expense and requests changes, you'll get a notification and need to update and resubmit it. This can also re-trigger Card Blocking if it applies to your business, even if you originally submitted on time.

Card Blocking

If your business has Card Blocking enabled, an incomplete expense, including one sent back with changes requested, temporarily blocks your budget card once it's been outstanding past a set number of days.

  • The default is three days, but your admin can set this anywhere from one to 14 days, and may exclude specific people or certain pending transactions from the count, so check your own app for the number that applies to your business rather than assuming a fixed figure.

Completing the outstanding expense unblocks your card automatically, usually within moments; there's no separate unblock step. Subscription cards are never affected by Card Blocking, and the feature is available on Premium plans and above.

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