Understanding Your Approval Workflow
How expense reports move through your organization. Learn what managers look for and typical review timelines.
Read ArticleGetting Started With Digital Expense Reports
Your step-by-step guide to submitting your first digital expense report. We'll walk you through capturing receipts, organizing expenses, and hitting submit with confidence.
6 min read
Beginner
July 2026
Why Go Digital?
Digital expense reports aren't just about cutting paper. They're faster, clearer, and honestly, less stressful. You'll get reimbursed quicker. Your managers spend less time hunting for missing receipts. And you won't have to wonder if that coffee shop receipt is still in your drawer somewhere.
Most people find the system intuitive once they understand the basic workflow. It's not complicated — just a few straightforward steps from capturing your receipt to hitting that final submit button.
The Four-Step Process
1
Capture Your Receipts
Use your phone camera or the app's built-in scanner. Position the receipt flat under good lighting — you need the date, vendor name, and amount clearly visible. Most phones will auto-crop and enhance the image.
2
Categorize & Add Details
Select the expense category (travel, meals, office supplies, etc.). Add the date, amount, and vendor name. If you're splitting costs with a colleague, note that here. The system auto-populates some details from the receipt image.
3
Organize Your Report
Group related expenses together — one report for your conference trip, another for client lunch meetings. You can create reports for specific projects or time periods. It's flexible. Most people submit weekly or monthly depending on their habits.
4
Submit & Track
Review everything one more time, then submit. You'll get a confirmation email immediately. The system shows you exactly where your report is — pending review, approved, or sent to accounting. No guessing.
Pro Tips for Clean Submissions
We've reviewed thousands of submissions, and the ones that sail through approval have a few things in common. They're not complicated — just small habits that save everyone time.
- Capture receipts same day. Details fade from memory. The vendor name that's obvious today becomes a question mark in two weeks.
- Check the image quality. If you can't read the amount clearly, your manager can't either. Retake the photo if needed.
- Use consistent vendor names. "Joe's Deli" and "Joe's Delicatessen" look like different vendors. Pick one spelling and stick with it.
- Include business purpose for meals. A quick note ("client lunch with marketing team") helps your manager understand the expense context.
- Keep receipts for 7 years. That's the standard audit requirement. Digital storage is cheap — keep the original files.
Next Steps: Deeper Dives
You've got the basics down. Ready to go deeper? These related guides cover what happens after you submit and how to avoid common rejections.
Receipt Organization Best Practices
Keeping receipts scannable and findable saves time later. These techniques work whether you're scanning physical receipts or managing digital files.
Read Article
Why Expense Reports Get Rejected (And How to Avoid It)
Common compliance issues that delay reimbursement. We've reviewed actual submissions to identify patterns you can sidestep.
Read ArticleCommon Questions When You're Starting Out
What if I don't have a receipt?
You'll need one for most expenses. For cash transactions, ask the vendor for a receipt right away. Some expenses (toll roads, parking meters) might require a different form of documentation. Check your company's policy or ask your manager — rules vary by organization.
Can I submit expenses from months ago?
Technically yes, but don't make it a habit. Most organizations expect submissions within 30 days. If you're submitting something from 3 months back, add a note explaining the delay. Your manager will appreciate the context.
How long does approval usually take?
Depends on your manager's schedule, but 3-5 business days is typical. If it's been a week and you haven't heard anything, it's fine to send a gentle reminder. Most systems show you the status in real-time, so you won't be wondering.
What counts as a business expense?
That's company-specific. Generally: travel to meetings, client meals, office supplies, conference fees, mileage. Personal expenses (groceries for home, gym memberships) don't count. Your employee handbook or finance team can clarify the gray areas.
Important Note
This guide provides general information about digital expense reporting practices. Specific policies, approval timelines, and acceptable expense categories vary significantly by organization, industry, and location. Always refer to your company's official expense policy, employee handbook, or consult your finance or HR department for guidance on your organization's specific requirements and procedures. The information here is educational and intended to help you understand common processes — not to replace official company guidelines.
ReimburseFlow Editorial Team
Editorial Team
Written by the ReimburseFlow Editorial Team, focused on practical guidance for expense digitization and approval workflows. We've reviewed thousands of real submissions to understand what works and what doesn't.
You're Ready to Submit
That's really all there is to it. Capture your receipt. Add a few details. Submit. The system handles the rest. Your first submission might feel a little formal, but after you've done it once or twice, you'll find your rhythm. Most people discover they're faster and less stressful with digital — you've got proof right there on your phone, everything's organized automatically, and you know exactly when you'll get paid back.
Take a look at the related articles when you're ready to learn more about the approval process or how to keep your receipts organized long-term. And remember — if something isn't clear in your company's system, asking your manager or finance team is always the right move.