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How to review expense reports on the transaction table

  • Updated

Review and complete expense details on the Transactions page so they're ready to sync to your accounting software.

Steps

  1. Log in to the Weel web app.
  2. Open Transactions from the sidebar. By default this shows every transaction for your business, not just the incomplete ones, along with running opening and closing balance totals.
  3. Use the multi-select Status filter to narrow the list to transactions that need attention. The options shown depend on your connected accounting software:
    • No accounting integration: Incomplete Expense, Pending Approval, Changes Requested, Complete
    • Xero: Incomplete Expense, Pending Approval, Changes Requested, Pending Export, Unreconciled, Reconciled, Export Error
    • QuickBooks, MYOB, NetSuite, or Business Central: Incomplete Expense, Pending Approval, Changes Requested, Pending Export, Export Error, Export Complete
    • Incomplete Expense means the transaction is missing a category, description, or (with per-line tax rates enabled) a tax rate.
  4. Click a transaction to open it in the details drawer. Depending on your setup, you can update:
    • Category - accept or override the AI-suggested category
    • Tax rate or GST amount - accept the AI-suggested value, or split the expense across multiple line items if your business has per-line tax rates enabled, each with its own category and tax rate (for example, a receipt that mixes taxable and non-taxable items)
    • Description - some businesses have an AI-suggested description ready to use
    • Tax invoice - up to 10 files, 10MB each
    • Budget or subscription, Purchase Order (if required), Attendees (if enabled), and any custom fields your business has set up
  5. Click the button at the bottom of the drawer to save. Its label changes based on the transaction's state:
    • Update - the expense was already complete and nothing changed
    • Submit - this is the first time you're completing the expense
    • Resubmit - an approver requested changes
    • Save - shown instead on transactions linked to a card-transaction approval

What happens next

  • If your business uses an approval workflow, the transaction needs a final workflow status (Approved, Declined, or No Workflow Required) before it can export. It won't sync while stuck in Pending Approval.
  • Once every line item has a category, the transaction is Cleared or Refunded, its workflow status is final, and your business has a connected accounting integration, Weel queues the export automatically. This runs in the background and is usually quick, though it can take a few minutes if your accounting platform is temporarily unavailable. Weel retries automatically.
  • If an export fails permanently, the transaction shows an Export Error status. Fix the underlying issue, then use Manual Sync to retry.
  • A CSV export (Transactions > Export > Export CSV) is generated on demand and includes any edits made before you create it. A CSV you've already downloaded won't update retroactively, so re-export it to capture later changes.