Purpose

This article describes how to create and manage an expense report.

Audience

This article is directed toward employees with an expense management account who need to submit expense reports.

Overview

You can use reports to organize expenses and transactions to fit your needs, and you can create and submit an expense report from either the Expenses & Transactions page or the Reports page.

Add expenses to a report and submit the report (web app)

You can submit an expense report on the web app through the Expenses & Transactions page or the Reports page.

Note: You can submit only one home base currency per expense report. Refer to the “Use the multibase currency feature” section of this article for more information.

Submit a report through the Expenses & Transactions page

On the Expenses & Transactions page, check the boxes for the expenses you want to include in your report (Figure 1).
Figure 1. Create report from the Expenses & Transactions page
Assign the expenses to an existing or new report:
To assign the expenses to an existing report: Select Assign to Report. > Select the appropriate report. > Select Assign.
To assign the expenses to a new report:
1. Select Submit.
2. By default, your newly created report is named “General Report <today’s date>”. Change the name of the report, if desired.
3. Select Submit.

Submit a report through the Reports page

On the Reports page (Figure 2), select an existing or new report:
Figure 2. Reports page, including Create Report button
1. To select an existing report: Select the report row.
2. To create a new report: Select Create Report. This opens a New Expense Report dialog. > Add a report name in the Report Name field. > Select Add. This creates the report, and now you can add expenses to it. > Select the report to open it and add expenses.
At the bottom of the page, select Add.
Add your expenses as needed.
Each expense you add now appears on the report page.
When you are ready to submit the report, select Submit at the bottom of the page.

Regardless of which way you create and submit an expense report, only complete expenses can be submitted. If you add to the report expenses that are missing information, you will be prompted to add the missing information before you can submit the report (Figure 3). You can also add comments to the report, before or after submitting, for context if necessary. These are visible to your approvers, who can also respond, and you, the employee/submitter of the report.

Figure 3. Expense report page showing several transactions, including one that’s marked as missing required information. An error message appears on the page, reading Not all expenses are valid, please review them

Figure 3. Expense report with an expense missing required information

Note: You can also assign an expense to an existing report by opening the expense directly and updating the Assign to Expense Report field (Figure 4). When you select the Assign to Expense Report field, the dropdown menu only shows expense reports with the same home base currency as the expense you’re adding to the report. If there are no reports with the same home base currency as your current expense, an error message appears (Figure 5).

Figure 4. Expense Details page on the web app, with the Assign to Expense Report field outlined for emphasis

Figure 4. Assign to Expense Report field (web app)

Figure 5. Expense Details page showing an error message below the Assign to Expense Report field reading: No USD reports available. Please create a valid report to assign first

Figure 5. Expense Details page with an error message below the Assign to Expense Report field

Note about the Taxes section of the Expense Details page

In Canada, applied taxes vary from province to province. Some provinces have goods and services tax (GST) or harmonized sales tax (HST) only, while other provinces have GST with an additional regional tax. When creating an expense, refer to your receipt and enter all applicable tax amounts in the Tax and Regional Tax PST/QST/RST fields (Figure 6).

Figure 6. Taxes section on the Expense Details page

When you select HST in the Tax field, you cannot make changes in the Regional Tax PST/QST/RST field. When you select GST in the Tax field, the Regional Tax PST/QST/RST field becomes optional.

You can also select the View Tax Details icon to learn more about the Taxes section.

If any expenses in an expense report have regional taxes, those taxes will show with the final cost information for the report (Figure 7).

Figure 7. Regional Tax shown for an expense report

Figure 7. Regional Tax for an expense report

To learn more about creating expenses, review our article on that topic.

Use the multibase currency feature

NextView users can expense to different home base currencies (currently US dollars and Canadian dollars) and different currencies. However, you can submit only one home base currency per expense report. In other words, on each expense report, all expenses on the report must have the same home base currency.

The home base currency is the currency you want your reimbursement to be in. It’s also the currency that the amount in the Final Amount field (Figure 8) converts to, if conversion is needed. You can submit expenses with different currencies on one expense report, as long as those expenses with different currencies all have the same home base currency.

Figure 8. Final Amount field

When you select the Assign to Expense Report field, the dropdown menu only shows expense reports with the same home base currency as the expense you’re adding to the report. If there are no reports with the same home base currency as your current expense, an error message appears (Figure 9 and Figure 10).

Figure 9. Assign to Expense Report field showing an error message saying “No USD reports available. Please create a valid report to assign first”

Figure 9. Assign to Expense Report field with error message

Figure 10. No CAD Currency-Based Reports Found dialog

Edit your report

Once you’ve created a report, but before submitting it, you can change the title; add, edit, or remove expenses; and add or respond to comments.

Edit your report (web app)

To open a report to edit it: Select Reports from the navigation menu. > Select the expense report row. From there you can make the following changes to your report.

Change the title: Select Edit Report. This opens an Edit Expense Report dialog. > Change the report title as needed. > Select Save.
Add an expense to a report
Remove expenses from a report: Select the expense row to open the expense that you want to remove. This opens an Expense Details page. > In the Assign to Expense Report field, change the report to a different report. > Select Save Expense.
Add or respond to report comments: In the Activity section of the report page (Figure 11), select the Add Comment field. > Add your comment. > Select Send.

Figure 11. Report details page on the web app, emphasizing the Activity section

Figure 11. Report Activity section (web app)

Note: Although you cannot edit an expense directly from the expense report details page, you can edit an expense when you open it. Select the expense row to open the expense. This opens the Expense Details page. > Make any needed changes. > Select Save.

Check your report status

You can check the status of your report on the web or mobile app.

Check your report status (web app)

To view the status of your expense report, select Reports from the navigation menu:

Reports in the Open tab have not been submitted or are pending manager approval.
Reports in the Paid tab have been approved, and you can expect your corporate card to be paid.

Need help?

If you need help, contact the NextView support team:

Email support@nextviewplatform.com.
From the website or mobile app: Open the left navigation menu and select Chat with us.

Publish date: October 22, 2025

Last update: NA

Create and manage an expense report