How to submit an expense report?

This guide walks you through the process of creating a new expense, linking it to an expense report, and submitting the report for approval within ITILITE. Ensure all mandatory fields are accurately filled for a smooth submission.

Step-by-Step Guide

Follow these steps to create and submit an expense report:

• From your ITILITE Dashboard, click the New Expense button to begin creating a new expense.

• Fill in the expense details.

• Click Save expense to save the details.
• After saving the expense, click Link to Report to associate this draft expense with an expense report.

• Click Create new report.
• Enter a name for your new expense report in the Type report name field.
• Click Create to finalize the report creation.

• Once the report is created and the expense is linked, click Submit for approval.

• In the confirmation dialog, click Submit to finalize the submission of your expense report.

Pro-Tips & Guardrails

NOTE: An expense report can only be submitted if all linked expenses are in a 'Completed' status, meaning all mandatory fields and receipts are filled. If any expense is 'Enrichment pending', the report cannot be submitted.

PRO-TIP: As an administrator, you can configure automatic expense report creation and submission. Even if auto-submission is enabled, users always have the option to manually submit any report that contains only 'Completed' expenses.

Verification & FAQs

After successful submission, you will see a confirmation message, and the report's status will change to 'Submitted' or 'Pending Approval'. It will then proceed through your company's predefined approval workflow.

Q: What happens after I submit an expense report?
A: Once submitted, the expense report enters your company's predefined approval workflow. Your manager or designated approver will receive a notification to review and approve it.
Q: Can I submit a report if some expenses are missing information?
A: No, a report can only be submitted when all linked expenses are in a 'Completed' state. If any expense is 'Enrichment pending' (missing mandatory fields or receipts), the report cannot be submitted.
Q: What types of expenses can I create?
A: ITILITE supports various expense types, including Standard Expense (e.g., meals, taxi), Mileage Expense (for personal vehicle use), and Per Diem (fixed daily allowance based on destination and days).
Q: How does automatic expense report submission work?
A: If enabled by your administrator, ITILITE can automatically create reports and link 'Completed' expenses. If auto-submission is also enabled, these reports will be automatically submitted at a frequency defined by the admin (e.g., daily, weekly, monthly).
Q: Can I manually submit a report even if auto-submission is enabled?
A: Yes, users always have the option to manually submit any report that has all its linked expenses in a 'Completed' state, regardless of whether auto-submission is configured.