How To Use The Expenses Viewer

What this does

This guide explains how to review expense records in the viewer using pay period selection, filters, date fields, quick ranges, and search.

Before you start

• The user must already have access to Expenses.
• Admins, Managers, and Staff can reach the viewer route.
• Pay periods should already be configured in the Admin App if you want the default view and warnings to make sense.

Why the Admin App matters here

The viewer depends on pay periods, staff structure, and app access that are not configured inside Expenses.

If pay period views or division grouping look wrong, the problem is often upstream in the Admin App.

Steps

1. Open Expenses.
2. Go to the viewer page.
3. If available, choose a pay period under Default View.
4. Use the main filters as needed:

• Filter by Staff
• Filter by Team
• Filter by Division
• Expense Type

1. Click Apply Filters.
2. Choose the correct Date Field.
3. Use Quick Date Range, or switch to custom From and To dates.
4. Use Search and Search in to narrow the visible records.
5. Use Show details when you need to inspect one row more closely.
6. Use Edit if the record needs changes and your role can modify it.
7. Use View receipt if the original receipt image or file needs to be reviewed.
8. Use the Reports button if you need grouped reporting instead of row-level review.

Common mistakes

• Expecting viewer filters to solve structural setup problems from the Admin App.
• Ignoring pay period warnings when selected divisions do not share the same cadence.
• Using the wrong date field and then assuming the viewer is wrong.
• editing the record before checking whether the underlying autofill or receipt issue is visible in the details panel

What to do next

If you need grouped totals, paid views, or export, continue to Reports.

Related guides

• Expenses: Expenses reports overview
• Admin App: How to set up pay periods