How to Merge Reports in New Expensify

Merging reports combines two or more expense reports into one. All expenses move into the report you choose to keep, and the reports you don’t keep are deleted.

Use this when the same person has expenses spread across several reports that belong on a single report, such as one report per week that should be submitted together.

Merging reports can’t be undone.

Who can merge reports in New Expensify

You can merge reports when every report you select:

• Is an expense report on the same workspace.
• Has the same submitter.
• Has the same status: all Draft, or all Outstanding.
• Is not archived or deleted.

Your role also determines which statuses you can merge:

• Workspace Admins can merge reports that are all Draft or all Outstanding. Outstanding reports must have the same approver.
• Submitters can merge their own reports that are all Draft, or all Outstanding and not yet approved by the first approver.
• Approvers can merge Outstanding reports that are assigned to them.

Learn more about report statuses.

How to merge reports from Spend > Reports

1. In the navigation tabs (on the left on web, on the bottom on mobile), select Spend > Reports.
2. Select the checkbox for each report you want to merge.
3. Click the green selected button, which shows how many reports you selected (for example, 2 selected).
4. Select Merge reports.
5. In the right-hand panel, select the report you want to keep.
6. Click Confirm.

What happens after you merge reports in New Expensify

• Every expense from the reports you selected moves into the report you kept.
• The reports you didn’t keep are deleted.
• You’re taken to the report you kept so you can review the combined expenses.
• The merge is saved while you’re offline and finishes when you’re back online.

FAQ

Why can’t I see Merge reports in the selection menu?

Merge reports only appears when every report you selected can be merged. You won’t see it if:

• You selected only one report.
• The reports are on different workspaces.
• The reports have different submitters.
• The reports have different statuses, or they’re Outstanding with different approvers.
• The reports are Approved, Paid, or archived.
• You used the option to select all matching reports instead of selecting reports individually.
• You’re viewing Spend > Expenses rather than Spend > Reports.

Can I merge reports from different workspaces?

No. All of the reports you select must belong to the same workspace.

Can I undo merging reports?

No. Merging reports can’t be undone, so confirm the report you’re keeping before you click Confirm.

How is merging reports different from merging expenses?

Merging reports combines whole reports into one report. Merging expenses combines two expenses that represent the same purchase. Learn how to merge duplicate expenses.