> For the complete documentation index, see [llms.txt](https://help.marcopayroll.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.marcopayroll.com/marco-user-guide-x4/2025/marco-platform-structure/customer-portal/manager-guide/expense/managing-expense-reports.md).

# Managing Expense Reports

***

### **Creating Expense Reports**

📌 **Only approved expenses can be added to reports.**\
📌 **Once an expense is included in a report, any changes made to the expense will not be reflected in the report.**

#### **Steps to Create an Expense Report**

1. Go to **Expenses**.
2. Select **Generate New Report**. The **Generate New Report** screen appears.
3. Select the expenses to be added.
4. Click **Generate Report**. The report has been created.

🔹 **Next Step:** Confirm the expense report.

***

### **Expense Reports: Walkthrough**

All generated expense reports are stored in **Expenses > View Report List**.

Each expense report has a status that determines its next action.

***

### **Confirming Expense Reports**

📌 **Once confirmed, this action cannot be reversed.**\
📌 **All expenses in a confirmed report will be marked as "Processed" and can no longer be canceled.**

#### **Steps to Confirm an Expense Report**

1. Go to **Expenses > View Report List**.
2. Select a generated report.
3. Click **Confirm Payment**.
4. The report is now confirmed.

***

### **Canceling Expense Reports**

📌 **You can only cancel unconfirmed reports.**\
📌 **Canceling a report will release all expenses, reverting them to "Approved" status. These expenses can then be edited or added to another report.**

#### **Steps to Cancel an Expense Report**

1. Go to **Expenses > View Report List**.
2. Select a generated report.
3. Click **Cancel**.

***

### **Downloading Expense Reports**

📌 **You can download expense reports as a CSV file and share them with others.**

#### **Steps to Download an Expense Report**

1. Go to **Expenses > View Report List**.
2. Select a report.
3. Click the **Download** button.
4. The report will be downloaded as a CSV file.


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