What do the different expense filters mean?

General

• Amount: Filter for expenses of a certain amount

  • Input only a min value for “greater than.”

  • Input only a max value for “less than.”

  • Input both a min and max value to specify a range.

• Approval: Filter for expenses based on where in the chain of approval they currently stand

  • Pending your approval: You’re currently up in the review chain. Other users might also be able to approve this expense too.

  • Pending another approval: Other users are in the review chain before you, or you might not be in the review chain at all.

• Budget: Filter for expenses that belong to certain budget(s)

• Expense owner: Filter for whose expenses to show

  • Everybody: Show everyone’s expenses for the budgets you are a part of. If you’re an admin this will be everyone’s expenses for every budget.

  • My organization: Show everyone in your reporting pyramid’s expenses for the budgets you are a part of.

  • My team: Show only your direct reports’ expenses for the budgets you’re a part of.

  • My own: Show only your expenses for the budgets you’re a part of.

• Type: Filter for a certain type of expense

  • Card expense: The expense came from a Brex-issued card.

  • Reimbursement: The expense came from a reimbursement request.

  • Repayment: The repayment came from either a card or reimbursement request.

• User status: Filter for expenses that are tied to a certain type of user

  • Active: The user is currently active.

  • Deleted: The user has been deleted. Deleted users cannot be reactivated.

  • Disabled: The user who previously had access, but has since had access removed, either because they left the company or an admin temporarily removing access. Disabled users can be reactivated.

Status

• Approval status: Filter expenses based on their current status of approval

  • Submitted/Repayment requested: An expense is submitted for approval, but is currently either waiting on approval or is missing receipt/memos according to the expense policy.

  • Approved: An expense is approved and fully compliant with the policy, or has been approved by an admin with an override of the policy requirements.

  • Canceled: A reimbursement expense was canceled after being submitted or a card expense was declined at time of card swipe.

  • Denied / Pending repayment: A reimbursement or card expense was denied by a reviewer or is pending repayment.

• Payment status: Filter expenses based on their current status of payment

  • Processing/Not paid: The expense’s payment is processing.

    • For card expenses, the payment is pending and hasn’t cleared yet.

    • For reimbursements, the funds are currently being sent to the employee.

    • For repayments, the payment is processing and hasn’t completed yet.

  • Declined/Failed: The payment for an expense failed. The expense details panel provides the detailed reasons why a payment failed.

    • For card expenses, the payment was declined.

    • For reimbursements, the payment to the employee failed for a certain reason.

    • For repayments, there was a failure in completing the repayment.

  • Completed/Paid: The payment has completed or been paid to employees.

    • Completed is used for card expenses and reimbursements.

    • Paid is used for repayments.

  • Chargeback: A chargeback was initiated for a card expense.

  • Cash advance: A cash advance was taken using a card.

  • Refunded: A card expense was refunded.

  • Refunding: A card expense whose refund is in progress.

Compliance

• Attendees

  • Government official added: A government official was added as an attendee on the expense

• Documentation & reviewer deadlines (Only visible if you’ve set this up)

  • Documentation: Only show expenses that are missing documentation

  • Review: Only show expenses that are still pending review/approval

  • Completed: Only show expenses that have complete documentation, even if still pending review/approval

• Memo

  • Memo added: The expense currently has a memo, regardless of policy.

  • No memo: The expense doesn’t currently have a memo, regardless of policy.

• Policy flags

  • Missing memo: The expense policy requires a memo, but none has been added.

  • Missing receipt: The expense policy requires a receipt, but none has been added.

  • Exceeds per diem: This expense brought the user over their per diem limit.

  • Missing attendees: The expense policy requires attendees, but none have been added.

  • Other reasons - The expense policy has flagged this expense due to another policy rule (disallowed merchants or merchant categories, invalid receipt, etc.).

• Receipt

  • Receipt added: The expense has a receipt, regardless of the expense policy.

  • No receipt added: The expense doesn’t have a receipt, regardless of the expense policy.

Date

• Date assigned to me: View expenses by the date that it was assigned to you in the review chain.

• Posted date: View card expenses by the date that the card swipe settled. View reimbursements by the date that they received final approval.

• Purchase date: View reimbursements based on the date the transaction happened (date on the receipt). View card expenses by the date that the card was swiped.

• Reimbursement submission date: View reimbursements based on the date that they were submitted. Selecting this filter will only show you reimbursement expenses.

Accounting

• Billed entity: Filter for expenses that belong to a certain billed entity.

• Expense category: Filter for expenses that are part of a certain expense category.