diff --git a/docs/articles/new-expensify/insights/View-the-Violations-by-submitter-report.md b/docs/Hidden/View-the-Violations-by-submitter-report.md similarity index 100% rename from docs/articles/new-expensify/insights/View-the-Violations-by-submitter-report.md rename to docs/Hidden/View-the-Violations-by-submitter-report.md diff --git a/docs/articles/new-expensify/getting-started/Expensify-Home-Overview.md b/docs/articles/new-expensify/getting-started/Expensify-Home-Overview.md index d9d34895a316..2b1478f80152 100644 --- a/docs/articles/new-expensify/getting-started/Expensify-Home-Overview.md +++ b/docs/articles/new-expensify/getting-started/Expensify-Home-Overview.md @@ -20,8 +20,7 @@ It gives you a quick way to see whether anything needs attention, get oriented, Home is the default view when you sign in. -- **Web:** Click the **Home** icon in the navigation tabs on the left to return to Home at any time. -- **Mobile:** Tap the **Home** icon in the navigation tabs on the bottom to return to Home. +To return to Home at any time, select **Home** in the navigation tabs (on the left on web, on the bottom on mobile). --- @@ -106,28 +105,27 @@ To review every trip instead of just the next 7 days, learn how to [view upcomin The **Recently added** section shows your most recently added expenses, so you can quickly get back to what you just created or imported. - Select any expense to open it. -- To see your full list of expenses, select the three dots **(⋮)** in the **Recently added** section, then select **View all expenses**. +- To see your full list of expenses, select **More (⋮)** in the **Recently added** section, then select **View all expenses**. --- -## How the Spend over time chart and insights work on Home +## How insights work on Home -The chart section on Home shows one spending insight at a time, starting with **Spend over time**, which displays a line chart of your workspace spending trends. +**Home** displays one insight at a time, with **Spend over time** selected by default. -Select the insight title (with the chevron next to it) to open the insight picker, then choose a different insight to show in the chart. The available insights match the ones you can open under **Spend**, and can include: +To display a different insight, select the insight title and choose another insight, such as: - **Spend over time** - **Top categories** - **Top merchants** - **Top spenders** -Your selection is saved, so the chart shows the same insight the next time you return to Home, even after you sign out and back in. +To view all available insights: -To open the selected insight in full, select the three dots **(⋮)**, then select **View**. This takes you to that insight on the **Spend** page. + - On web, select **Insights** in the navigation tabs on the left. + - On mobile, select **Spend** in the navigation tabs on the bottom,. -This section is available to Workspace Admins, Auditors, and approvers on paid workspaces. If an insight doesn't have enough data yet to draw a chart, the section still appears and shows a **Chart unavailable** message instead. If you don't hold one of these roles on any workspace, this section won't appear. - -To learn more about each insight, see [Learn how to use Insights in Expensify](/articles/new-expensify/insights/How-to-Use-Insights-in-Expensify). +To learn more about each insight, see [Learn About Insights](/articles/new-expensify/insights/Learn-About-Insights). --- @@ -199,7 +197,7 @@ The **Time sensitive** section only appears when there is an urgent issue or lim ## Why don’t I see the Spend over time section? -The Home chart section only appears if you are a Workspace Admin, Auditor, or approver on a paid workspace. If you don't hold one of these roles on any workspace, this section won't be visible. If you do hold one of these roles but an insight doesn't have enough data yet, the section still appears and shows a **Chart unavailable** message rather than disappearing. You can switch which insight the chart shows using the insight title dropdown. +The Home chart section only appears if you're a member of a paid workspace. If you're on a paid workspace but an insight doesn't have enough data yet, the section still appears and shows a **Chart unavailable** message rather than disappearing. You can switch which insight the chart shows using the insight title dropdown. ## Why don’t I see the Getting started section? diff --git a/docs/articles/new-expensify/getting-started/Navigating-New-Expensify.md b/docs/articles/new-expensify/getting-started/Navigating-New-Expensify.md index f6098d22ba53..17aaaa8fd656 100644 --- a/docs/articles/new-expensify/getting-started/Navigating-New-Expensify.md +++ b/docs/articles/new-expensify/getting-started/Navigating-New-Expensify.md @@ -1,21 +1,21 @@ --- title: Navigating New Expensify -description: Learn how to move around New Expensify using the navigation tabs and Search, including Home, Inbox, Spend, Workspaces, and Account on web and mobile. -keywords: [New Expensify, navigation tabs, navigation, Home tab, Inbox tab, Inbox filters, Inbox tabs, All tab, Unread tab, To-dos, Mark all as read, mark chats as read, clear unread messages, unread badge, Spend tab, Workspaces tab, Account tab, Scan button, Create button, workspace filter, Search, go to, jump to destination] +description: Learn how to move around New Expensify using the navigation tabs and Search, including Home, Inbox, Spend, Insights, Workspaces, and Account on web and mobile. +keywords: [New Expensify, navigation tabs, navigation, Home tab, Inbox tab, Inbox filters, Inbox tabs, All tab, Unread tab, To-dos, Mark all as read, mark chats as read, clear unread messages, unread badge, Spend tab, Insights tab, Workspaces tab, Account, where did Account go, Account on mobile, profile picture, Scan button, Create button, workspace filter, Search, go to, jump to destination] internalScope: Audience is all Expensify members. Covers how to navigate Expensify using the navigation tabs, how to filter and clear the Inbox using the Inbox tabs, the primary action buttons, and Search navigation suggestions. Does not explain the detailed behavior of the Home tab sections. --- # Navigating New Expensify -New Expensify uses a consistent navigation layout across web and mobile so you can quickly move between Home, Inbox, Spend, Workspaces, and Account settings. +New Expensify uses a consistent navigation layout across web and mobile so you can quickly move between Home, Inbox, Spend, Insights, Workspaces, and Account settings. This guide explains where to find each tab and what it’s used for. If you'd like a guided walkthrough of the New Expensify experience, explore the interactive product tours: **For workspace admins:** -- [interactive web tour for Workspace Admins](https://expensify.storylane.io/share/rbncowjn0nav) -- [interactive mobile tour for Workspace Admins](https://expensify.storylane.io/share/em54uaq7wbgk) +- [interactive web tour for workspace admins](https://expensify.storylane.io/share/rbncowjn0nav) +- [interactive mobile tour for workspace admins](https://expensify.storylane.io/share/em54uaq7wbgk) **For submitters and approvers:** - [interactive web tour for submitters and approvers](https://expensify.storylane.io/share/rbncowjn0nav) @@ -26,18 +26,16 @@ You can find additional training resources in [How to Access Expensify Training] --- -## How to use navigation tabs +## How to use the navigation tabs -The **navigation tabs** are your main way to move through the app. +The navigation tabs are your main way to move through the app. They appear on the left on web and on the bottom on mobile. -- **Web:** Navigation tabs appear on the left side of the screen. -- **Mobile:** Navigation tabs appear on the bottom of the screen. - -Tabs include: +The navigation tabs include: - **Home** - **Inbox** - **Spend** +- **Insights** (web only) - **Workspaces** - **Account** @@ -92,13 +90,23 @@ From **Spend**, you can: --- +## What the Insights tab on web is used for + +**Insights** shows charts of your spending, such as **Spend over time**, **Top categories**, **Top merchants**, and **Top spenders**. + +Use Insights to see spending trends and what changed at a glance. From any chart, select **More (⋮)** to open matching expenses in **Spend**. + +Learn more about [Insights](/articles/new-expensify/insights/Learn-About-Insights). + +--- + ## What the Workspaces tab is used for The **Workspaces** tab displays all workspaces you are a member of. -Workspace Admins can open a workspace to manage workspace-level settings. +Workspace admins can open a workspace to manage workspace-level settings. -From **Workspaces**, Workspace Admins can: +From **Workspaces**, workspace admins can: - Create a new workspace - Manage members under **Members** @@ -111,11 +119,11 @@ Learn how to [create and set up a company workspace](/articles/new-expensify/get --- -## What the Account tab is used for +## What Account is used for -The **Account** tab contains personal and account-level settings. +**Account** contains personal and account-level settings. Select **Account** to open it. -From Account, you can manage: +From **Account**, you can manage: - **Profile** to update your personal details - **Subscription** to manage your Expensify subscription @@ -138,23 +146,21 @@ Use Account for personal settings and billing. ## How to find your assigned support contacts on the Help page -Paid Workspace Admins may have dedicated support contacts assigned to their account, such as an Account Manager, Partner Manager, or Account Executive. These contacts appear directly on the **Help** page so you can quickly start a conversation with them. +Workspace admins on a paid plan may have dedicated support contacts assigned to their account, such as an account manager, partner manager, or account executive. These contacts appear directly on the **Help** page so you can quickly start a conversation with them. -1. Click the navigation tabs (on the left on web, on the bottom on mobile). -2. Select **Settings**. -3. Select **Help**. -4. Below **Concierge**, look for your assigned support contacts. -5. Click a contact to open a direct message with them. +1. Select **Account > Help**. +2. Below **Concierge**, look for your assigned support contacts. +3. Select a contact to open a direct message with them. -If a support contact has a scheduling link set up, a **Book a call** button also appears next to them here. This works for your Account Manager, Partner Manager, and Guide. Learn [how to book a call with your support contact](#how-to-book-a-call-with-your-support-contact) below. +If a support contact has a scheduling link set up, a **Book a call** button also appears next to them here. This works for your account manager, partner manager, and guide. Learn [how to book a call with your support contact](#how-to-book-a-call-with-your-support-contact) below. --- ## How to book a call with your support contact -If your Account Manager, Partner Manager, or Guide has a scheduling link set up, you can book a call with them directly using the **Book a call** button. Clicking **Book a call** opens that person's calendar in a new tab so you can pick a time. The button appears in these places: +If your account manager, partner manager, or guide has a scheduling link set up, you can book a call with them directly using the **Book a call** button. Selecting **Book a call** opens that person's calendar in a new tab so you can pick a time. The button appears in these places: -- On the **Help** page, next to each support contact that has a scheduling link (Account Manager, Partner Manager, or Guide). +- On the **Help** page, next to each support contact that has a scheduling link (account manager, partner manager, or guide). - In the header of your direct message with that support contact. - In the header of your **Concierge** chat. @@ -182,6 +188,7 @@ If you’re not sure where to go: - Use **Home** to see what needs attention. - Use **Inbox** to manage conversations and approvals. - Use **Spend** to view or filter expense reports. +- Use **Insights** to see spending trends. - Use **Workspaces** to manage workspace settings. - Use **Account** to update personal settings or subscription details. @@ -191,8 +198,8 @@ If you’re not sure where to go: You can move to a top-level destination without using the navigation tabs by typing its name in **Search**. -1. Select **Search** (the magnifying glass icon). -2. Type the name of the destination you want to open: **Home**, **Inbox**, **Spend**, **Workspaces**, **Domains** or **Account**. You can also type **go** or **go to** before the name, such as **go to inbox**. +1. Select the **Search** icon. +2. Type the name of the destination you want to open: **Home**, **Inbox**, **Spend**, **Insights**, **Workspaces**, **Domains**, or **Account**. You can also type **go** or **go to** before the name, such as **go to inbox**. 3. Select the destination to open it. You can also use keyboard shortcuts on web to jump directly to specific items: @@ -206,31 +213,34 @@ You can also use keyboard shortcuts on web to jump directly to specific items: You can start common actions from **Search** instead of using the **➕ Create** button. -1. Select **Search** (the magnifying glass icon). +1. Select the **Search** icon. 2. Type the name of the action you want to start, such as **Create expense**, **Create report**, **Track distance**, **Start chat**, or **Book travel**. You can also type **go** or **go to** before the name, such as **go to book travel**. 3. Select the action to start it. Only the actions available to you appear. **Book travel** appears only when Expensify Travel is enabled on your active workspace, and it opens the same booking tool as the **Book travel** option in the **➕ Create** button. Learn how to [enable Expensify Travel on a workspace](/articles/travel/company-setup/Enable-Travel-on-a-Workspace). + +--- + ## How to jump to a domain page using Search -If you are a Domain Admin, **Search** also suggests the pages of each domain you administer, so you can open them without going through **Workspaces** > **Domains**. +If you are a domain admin, **Search** also suggests the pages of each domain you administer, so you can open them without going through **Workspaces > Domains**. -1. Select **Search** (the magnifying glass icon). +1. Select the **Search** icon. 2. Type the name of the page you want to open — **Domain members**, **Domain admins**, **Groups**, or **SAML** — or type the domain name, such as **example.com**. 3. Select the suggestion to open that page for that domain. Each domain suggestion shows the domain name on the right of the row, so you can tell the suggestions apart when you administer more than one domain. -These suggestions only appear for domains you administer. If you are not a Domain Admin of any domain, only **Go to Domains** appears. +These suggestions only appear for domains you administer. If you are not a domain admin of any domain, only **Go to Domains** appears. -Learn more about [what Domain Admins can manage](/articles/new-expensify/domains/Domain-Admins). +Learn more about [what domain admins can manage](/articles/new-expensify/domains/Domain-Admins). --- @@ -243,23 +253,25 @@ On web, navigation tabs appear on the left. On mobile, navigation tabs appear on ## Can I use Search to move between sections of Expensify? -Yes. Select **Search** (the magnifying glass icon), then type the name of a top-level destination: **Home**, **Inbox**, **Spend**, **Workspaces**, or **Account**. Select the **Go to [destination]** result to open it. You can also type **go** or **go to** before the name. +Yes. Select the **Search** icon, then type the name of a top-level destination: **Home**, **Inbox**, **Spend**, **Insights**, **Workspaces**, or **Account**. Select the **Go to [destination]** result to open it. You can also type **go** or **go to** before the name. ## Can I book travel from Search? -Yes. Select **Search** (the magnifying glass icon), type **Book travel**, then select the **Book travel** result. This opens the same booking tool as the **Book travel** option in the **➕ Create** button. +Yes. Select the **Search** icon, type **Book travel**, then select the **Book travel** result. This opens the same booking tool as the **Book travel** option in the **➕ Create** button. ## Why don’t I see Book travel in Search? -**Book travel** appears only when Expensify Travel is enabled on your active workspace. If a different workspace has Expensify Travel enabled, make that workspace active and search again. If no workspace has it enabled, ask a Workspace Admin to [enable Expensify Travel on a workspace](/articles/travel/company-setup/Enable-Travel-on-a-Workspace). +**Book travel** appears only when Expensify Travel is enabled on your active workspace. If a different workspace has Expensify Travel enabled, make that workspace active and search again. If no workspace has it enabled, ask a workspace admin to [enable Expensify Travel on a workspace](/articles/travel/company-setup/Enable-Travel-on-a-Workspace). ## Where do I manage workspace settings? -Open the **Workspaces** tab from the navigation tabs. +In the navigation tabs (on the left on web, on the bottom on mobile), select **Workspaces**. ## Where do I update my personal profile or billing information? -Open the **Account** tab from the navigation tabs. +Personal information is managed under **Account** in the navigation tabs (on the left on web, on the bottom on mobile). + +Then select **Profile** to update your personal information, or **Subscription** to manage billing. ## What does the green Scan button do? @@ -273,18 +285,14 @@ The **➕ Create** button starts actions such as creating a report, sending mone Assigned support contacts only appear if: -- You are a Workspace Admin on a paid plan +- You are a workspace admin on a paid plan - A support contact has been assigned to your account If no contacts are assigned, these options will not appear on the **Help** page. -## How do I get an Account Manager assigned? - -Account Managers are typically assigned to accounts with subscriptions that include 10 or more members. Contact **Concierge** if you believe your account qualifies. - ## Why don't I see the Book a call button? -You'll only see the **Book a call** button if you have an assigned support contact (Account Manager, Partner Manager, or Guide) who has a scheduling link configured. If no support contact is assigned or none has a scheduling link set up, the button won't appear. In **Concierge**, only one **Book a call** button shows at a time. +You'll only see the **Book a call** button if you have an assigned support contact (account manager, partner manager, or guide) who has a scheduling link configured. If no support contact is assigned or none has a scheduling link set up, the button won't appear. In **Concierge**, only one **Book a call** button shows at a time. ## Are there keyboard shortcuts for opening reports or workspaces? diff --git a/docs/articles/new-expensify/insights/Explore-the-Spend-Over-Time-Insight.md b/docs/articles/new-expensify/insights/Explore-the-Spend-Over-Time-Insight.md new file mode 100644 index 000000000000..d8d7834eecfd --- /dev/null +++ b/docs/articles/new-expensify/insights/Explore-the-Spend-Over-Time-Insight.md @@ -0,0 +1,130 @@ +--- +title: Explore the Spend Over Time Insight +description: Learn what the Spend over time insight shows, how spending trends are calculated, and how to group expenses by different time periods. +keywords: [Spend over time, spending trends, spending over time, expense trends, spending chart, monthly spending, daily spending, weekly spending, quarterly spending, yearly spending, Group by, Insights, spending analysis] +internalScope: Audience is members who can access Insights. Covers what Spend over time shows, who can see it, how expenses are grouped by time period, and how to explore the underlying expenses in Spend. Does not cover detailed shared filtering instructions, exporting expenses, or other insights. +contentType: topic +platform: new-expensify +order: 3 +--- + +# Explore the Spend Over Time Insight + +**Spend over time** shows how total expenses change over a selected date range, helping you identify spending trends, increases, and decreases. + +You can use **Spend over time** to: + +- Monitor overall spending trends. +- Identify unusual increases or decreases in spending. +- Compare spending across days, weeks, months, quarters, or years. +- Spot recurring or seasonal spending patterns. +- Support budgeting and forecasting decisions. + +--- + +## What Spend over time shows + +**Spend over time** displays spending trends as a line chart, making it easy to see how spending changes throughout the selected date range. + +Each point on the chart represents a time period. You can view: + +- **Total spend:** The combined amount of expenses during that period. +- **Percentage of total spend:** The period's share of overall spending. +- **Number of expenses:** How many expenses contribute to the total. + +This makes it easier to identify periods with unusually high or low spending and compare spending patterns over time. + +![Spend over time insight showing monthly spending trends]({{site.url}}/assets/images/insights-spend-over-time.png){:width="100%"} + +--- + +## Who can see Spend over time + +**Spend over time** is available to all members. + +The expenses included depend on your permissions: + +- **Workspace admins and auditors** can see expenses across their workspace. +- **Approvers** can see expenses submitted to them. +- **Members** can see their own expenses. + +You won't see expenses you don't have permission to access. + +[Learn who can see insights](/articles/new-expensify/insights/Learn-About-Insights#who-can-see-insights). + +--- + +## How Spend over time is calculated + +**Spend over time** groups expenses by time period and calculates the total spending for each period. + +Results include expenses within the selected date range that you have permission to view. Amounts are displayed using the selected **Group currency**. + +**Spend over time** includes a **Group by** option that lets you change how expenses are grouped along the timeline. + +The available options are: + +- **Day:** View daily spending changes. +- **Week:** Compare spending across weeks. +- **Month:** Track monthly spending trends. +- **Quarter:** Compare spending across quarters. +- **Year:** Review annual spending trends. + +**Month** is selected by default. + +To change the grouping: + +1. On the **Spend over time** visualization, select **Group by**. +2. Choose **Day**, **Week**, **Month**, **Quarter**, or **Year**. +3. Select **Apply**. + +The chart updates to show spending grouped by your selected time period. + +The **Date**, **Workspace**, and **Group currency** filters are shared across all insights, allowing you to adjust which data appears. + +[Learn how to filter insights](/articles/new-expensify/insights/How-to-Use-Insights#how-to-filter-insights). + +--- + +## How to explore Spend over time + +**Spend over time** displays spending across the selected date range, grouped by your chosen time period. + +To explore the underlying expenses, select **More (⋮)** on the visualization, then select **View on Spend**. This opens the related results in **Spend**, where you can review individual expenses and analyze spending in more detail. + +[Learn how to explore expenses from an insight](/articles/new-expensify/insights/How-to-Use-Insights#how-to-explore-expenses-from-an-insight). + +--- + +## Related articles + +- [How to Use Insights](/articles/new-expensify/insights/How-to-Use-Insights) +- [Learn About Insights](/articles/new-expensify/insights/Learn-About-Insights) + +# FAQ + +## Can you export Spend over time? + +Grouped totals and chart summaries can't be exported directly from **Spend over time**, but you can export the underlying expenses from **Spend**. + +[Learn how to export expenses](/articles/new-expensify/reports-and-expenses/How-to-Export-Expenses). + +## What other insights are available? + +Additional insights help you analyze spending from different perspectives: + +- **Top spenders** shows which members have the highest total spending. +- **Top merchants** shows which merchants account for the most spending. +- **Top categories** shows which expense categories account for the most spending. + +[Learn more about the available insights](/articles/new-expensify/insights/Learn-About-Insights#what-insights-are-available). + +## Why is an expense missing from Spend over time? + +An expense might not appear if: + +- You don't have permission to view it. +- It falls outside the selected date range. +- It belongs to a workspace excluded by the **Workspace** filter. + +To review the underlying expenses and apply additional filters, select **More (⋮)**, then **View on Spend**. diff --git a/docs/articles/new-expensify/insights/Explore-the-Top-Categories-Insight.md b/docs/articles/new-expensify/insights/Explore-the-Top-Categories-Insight.md new file mode 100644 index 000000000000..cee8248c3704 --- /dev/null +++ b/docs/articles/new-expensify/insights/Explore-the-Top-Categories-Insight.md @@ -0,0 +1,117 @@ +--- +title: Explore the Top Categories Insight +description: Learn what the Top categories insight shows, who can see it, how categories are ranked, and how to explore expenses by category. +keywords: [Top categories, top categories chart, category spending, spend by category, expense categories, highest spending categories, where money goes, Insights, donut chart, can't see Top categories] +internalScope: Audience is members who can access Insights on workspaces with categories enabled. Covers what Top categories shows, who can see it, how categories are ranked, which expenses are included, and how to explore category expenses in Spend. Does not cover detailed filtering instructions, exporting expenses, setting up categories, or other insights. +contentType: topic +platform: new-expensify +order: 6 +--- + +# Explore the Top Categories Insight + +**Top categories** shows which expense categories account for the highest total spending across expenses you have permission to view. + +You can use **Top categories** to: + +- Identify which expense types account for the most spending. +- Compare spending across categories such as Travel, Meals, or Office Supplies. +- Monitor spending patterns by category. +- Identify areas where you may need to adjust budgets. + +--- + +## What Top categories shows + +**Top categories** highlights the five expense categories with the highest total spending, ranked from highest to lowest. + +Each category is represented by a slice of a donut chart, making it easy to compare its share of spending. The table below the chart shows: + +- **Number of expenses:** How many expenses contribute to the category's total. +- **Total spend:** The combined amount of expenses in that category. +- **Percentage of total spend:** The category's share of overall spending. + +This makes it easier to understand which expense types account for the largest portion of spending. + +![Insights with Top categories highlighted]({{site.url}}/assets/images/insights-top-categories.png){:width="100%"} + +--- + +## Who can see Top categories + +**Top categories** only appears if a workspace you can access has categories enabled. + +The expenses included depend on your permissions: + +- **Workspace admins and auditors** can see expenses across their workspace. +- **Approvers** can see expenses submitted to them. +- **Members** can see their own expenses. + +If categories aren't enabled, a workspace admin can [learn how to create expense categories](/articles/new-expensify/workspaces/Create-expense-categories). + +[Learn who can see insights](/articles/new-expensify/insights/Learn-About-Insights#who-can-see-insights). + +--- + +## How Top categories is calculated + +**Top categories** groups expenses by category and ranks categories from highest to lowest total spend. + +Results include expenses within the selected date range that you have permission to view. Amounts are converted to the selected **Group currency**. + +The **Date**, **Workspace**, and **Group currency** filters are shared across all insights, allowing you to adjust which data appears. + +[Learn how to filter insights](/articles/new-expensify/insights/How-to-Use-Insights#how-to-filter-insights). + +--- + +## How to explore Top categories + +**Top categories** displays the five categories with the highest total spend for the selected date range. + +To see spending for every category, select **More (⋮)** on the visualization, then select **View on Spend**. This opens the related results in **Spend**, where you can explore spending beyond the top five categories. + +You can also select a slice of the donut chart to open **Spend** with the expenses in that category, listed from newest to oldest. + +[Learn how to explore expenses from an insight](/articles/new-expensify/insights/How-to-Use-Insights#how-to-explore-expenses-from-an-insight). + +--- + +## Related articles + +- [How to Use Insights](/articles/new-expensify/insights/How-to-Use-Insights) +- [Learn About Insights](/articles/new-expensify/insights/Learn-About-Insights) + +# FAQ + +## Can you export Top categories? + +Grouped totals and summary data can't be exported directly from **Top categories**, but you can export the underlying expenses from **Spend**. + +[Learn how to export expenses](/articles/new-expensify/reports-and-expenses/How-to-Export-Expenses). + +## What other insights are available? + +Additional insights help you analyze spending from different perspectives: + +- **Spend over time** shows how total expenses change over a date range. +- **Top spenders** shows which members have the highest total spending. +- **Top merchants** shows which merchants account for the most spending. + +[Learn more about the available insights](/articles/new-expensify/insights/Learn-About-Insights#what-insights-are-available). + +## Why can't I see Top categories? + +**Top categories** only appears when at least one workspace you can access has categories enabled. + +If the insight isn't available, check whether categories are enabled for your workspace. A workspace admin can [create expense categories](/articles/new-expensify/workspaces/Create-expense-categories). + +## Why is an expense missing from Top categories? + +An expense might not appear if: + +- You don't have permission to view it. +- It falls outside the selected date range. +- Its category isn't among the five highest-spending categories shown in the visualization. + +To explore spending beyond the top five categories, select **More (⋮)**, then **View on Spend**. diff --git a/docs/articles/new-expensify/insights/Explore-the-Top-Merchants-Insight.md b/docs/articles/new-expensify/insights/Explore-the-Top-Merchants-Insight.md new file mode 100644 index 000000000000..9894c86aa498 --- /dev/null +++ b/docs/articles/new-expensify/insights/Explore-the-Top-Merchants-Insight.md @@ -0,0 +1,120 @@ +--- +title: Explore the Top Merchants Insight +description: Learn what the Top merchants insight shows, who can see it, how merchants are ranked, and how to explore merchant expenses. +keywords: [Top merchants, top merchants chart, vendor spending, merchant spending, highest spending merchants, spend by merchant, Insights, merchant names look different, top vendors] +internalScope: Audience is all members who can access Insights. Covers what Top merchants shows, who can see it, how merchants are ranked, which expenses are included, and how to explore merchant expenses in Spend. Does not cover detailed filtering instructions, exporting expenses, or other insights. +contentType: topic +platform: new-expensify +order: 5 +--- + +# Explore the Top Merchants Insight + +**Top merchants** shows which merchants account for the highest total spending across expenses you have permission to view. + +You can use **Top merchants** to: + +- Identify merchants with the highest spending. +- Monitor spending patterns by merchant. +- Find recurring vendor costs. +- Spot opportunities to negotiate better rates. + +--- + +## What Top merchants shows + +**Top merchants** highlights the five merchants with the highest total spending, ranked from highest to lowest. + +Each merchant is represented by a bar, making it easy to compare spending amounts. The table below the chart shows: + +- **Number of expenses:** How many expenses contribute to the merchant's total. +- **Total spend:** The combined amount of expenses for that merchant. +- **Percentage of total spend:** The merchant's share of overall spending. + +This makes it easier to compare spending across merchants and identify where the most money is being spent. + +![Insights with Top merchants highlighted]({{site.url}}/assets/images/insights-top-merchant.png){:width="100%"} + +--- + +## Who can see Top merchants + +**Top merchants** is available to all members. + +The expenses included depend on your permissions: + +- **Workspace admins and auditors** can see expenses across their workspace. +- **Approvers** can see expenses submitted to them. +- **Members** can see their own expenses. + +You won't see expenses you don't have permission to access. + +[Learn who can see insights](/articles/new-expensify/insights/Learn-About-Insights#who-can-see-insights). + +--- + +## How Top merchants is calculated + +**Top merchants** groups expenses by merchant and ranks merchants from highest to lowest total spend. + +Results include expenses within the selected date range that you have permission to view. Amounts are converted to the selected **Group currency**. + +Merchant names come from receipt data and card transactions, so the same vendor may appear under different names. Each merchant name is counted separately. + +The **Date**, **Workspace**, and **Group currency** filters are shared across all insights, allowing you to adjust which data appears. + +[Learn how to filter insights](/articles/new-expensify/insights/How-to-Use-Insights#how-to-filter-insights). + +--- + +## How to explore Top merchants + +**Top merchants** displays the five merchants with the highest total spend for the selected date range. + +To see spending for every merchant, select **More (⋮)** on the visualization, then select **View on Spend**. This opens the related results in **Spend**, where you can explore spending beyond the top five merchants. + +You can also select a merchant's bar to open **Spend** with the expenses for that merchant, listed from newest to oldest. + +[Learn how to explore expenses from an insight](/articles/new-expensify/insights/How-to-Use-Insights#how-to-explore-expenses-from-an-insight). + +--- + +## Related articles + +- [How to Use Insights](/articles/new-expensify/insights/How-to-Use-Insights) +- [Learn About Insights](/articles/new-expensify/insights/Learn-About-Insights) + +# FAQ + +## Can you export Top merchants? + +Grouped totals and summary data can't be exported directly from **Top merchants**, but you can export the underlying expenses from **Spend**. + +[Learn how to export expenses](/articles/new-expensify/reports-and-expenses/How-to-Export-Expenses). + +## What other insights are available? + +Additional insights help you analyze spending from different perspectives: + +- **Spend over time** shows how total expenses change over a date range. +- **Top spenders** shows which members have the highest total spending. +- **Top categories** shows which expense categories account for the most spending. + +[Learn more about the available insights](/articles/new-expensify/insights/Learn-About-Insights#what-insights-are-available). + +## Why does the same merchant appear more than once in Top merchants? + +Merchant names come from receipts and card transactions, so the same vendor may appear under different names, such as "Amazon.com" and "AMZN Marketplace." + +Each name is counted separately. Select a merchant to review its expenses in **Spend** and confirm whether the expenses belong to the same vendor. + +## Why is an expense missing from Top merchants? + +An expense might not appear if: + +- You don't have permission to view it. +- It falls outside the selected date range. +- Its merchant isn't among the five highest-spending merchants shown in the visualization. +- It's recorded under a different merchant name. + +To explore spending beyond the top five merchants, select **More (⋮)**, then **View on Spend**. diff --git a/docs/articles/new-expensify/insights/Explore-the-Top-Spenders-Insight.md b/docs/articles/new-expensify/insights/Explore-the-Top-Spenders-Insight.md new file mode 100644 index 000000000000..fc9278369586 --- /dev/null +++ b/docs/articles/new-expensify/insights/Explore-the-Top-Spenders-Insight.md @@ -0,0 +1,107 @@ +--- +title: Explore the Top Spenders Insight +description: Learn what the Top spenders insight shows, who can see it, how members are ranked, and how to open a member's expenses. +keywords: [Top spenders, top spenders chart, visualization, highest spenders, employee spending, who spent the most, spend by member, Insights, workspace admin, auditor, approver, can't see Top spenders] +internalScope: Audience is workspace admins, auditors, and approvers. Covers what Top spenders shows, who can see it, how members are ranked, which expenses are included, and how to view all members in Spend. Does not cover detailed filtering instructions, exporting expenses, or other insights. +contentType: topic +platform: new-expensify +order: 4 +--- + +# Explore the Top Spenders Insight + +**Top spenders** shows which members submitted the highest total expenses across workspaces where you're a workspace admin, approver, or auditor. + +You can use **Top spenders** to: + +- Identify unusually high spending. +- Monitor spending patterns by member. +- Spot spending that may need a closer review for policy compliance. +- Support expense approval and reimbursement reviews. + +--- + +## What Top spenders shows + +**Top spenders** highlights the five members with the highest total spending, ranked from highest to lowest. + +Each member is represented by a bar, making it easy to compare spending amounts. For each member, you can see: + +- **Total spend:** The combined amount of their expenses. +- **Number of expenses:** How many expenses contribute to their total. + +This makes it easier to compare spending across members and identify expenses that may need further review. + +![Insights with Top spenders highlighted]({{site.url}}/assets/images/insights-top-spender.png){:width="100%"} + +--- + +## Who can see Top spenders + +**Top spenders** is available to workspace admins, auditors, and approvers on workspaces with at least two members. + +The expenses included depend on your permissions: + +- **Workspace admins and auditors** can see expenses across their workspace. +- **Approvers** can see expenses submitted to them. + +Members without these permissions won't see **Top spenders**. + +[Learn who can see insights](/articles/new-expensify/insights/Learn-About-Insights#who-can-see-insights). + +--- + +## How Top spenders is calculated + +**Top spenders** groups expenses by the member who submitted them and ranks members from highest to lowest total spend. + +Results include expenses within the selected date range from workspaces where you have the required permissions. Expenses submitted in individual chats instead of to a workspace aren't included. + +The **Date**, **Workspace**, and **Group currency** filters are shared across all insights, allowing you to adjust which data appears. + +[Learn how to filter insights](/articles/new-expensify/insights/How-to-Use-Insights#how-to-filter-insights). + +--- + +## How to explore Top spenders + +**Top spenders** displays the five members with the highest total spend for the selected date range. + +To see spend for every member, select **More (⋮)** on the visualization, then select **View on Spend**. This opens the related results in **Spend**, where you can explore spend beyond the top five members. + +[Learn how to explore expenses from an insight](/articles/new-expensify/insights/How-to-Use-Insights#how-to-explore-expenses-from-an-insight). + +--- + +## Related articles + +- [How to Use Insights](/articles/new-expensify/insights/How-to-Use-Insights) +- [Learn About Insights](/articles/new-expensify/insights/Learn-About-Insights) + +# FAQ + +## Can you export Top spenders? + +**Top spenders** totals can't be exported directly. However, if you expand each group to reveal the individual expenses, you can then select those expenses and use Export to CSV to download the raw data. + +[Learn how to export expenses](/articles/new-expensify/reports-and-expenses/How-to-Export-Expenses). + +## What other insights are available? + +Additional insights help you analyze spending from different perspectives: + +- **Spend over time** shows how total expenses change over a date range. +- **Top merchants** shows which vendors received the most payments. +- **Top categories** shows the highest-spending expense types (e.g., Travel, Meals). + +[Learn more about the available insights](/articles/new-expensify/insights/Learn-About-Insights#what-insights-are-available) + +## Why is an expense missing from Top spenders? + +An expense might not appear if: +- It belongs to a workspace you don't have permission to view. +- It falls outside the selected date range. +- It was submitted in an individual chat rather than to a workspace. +- The member isn't among the five highest spenders shown in the visualization. + +To see spend for members outside the top five, select **More (⋮)**, then **View on Spend**. diff --git a/docs/articles/new-expensify/insights/How-to-Use-Insights-in-Expensify.md b/docs/articles/new-expensify/insights/How-to-Use-Insights-in-Expensify.md deleted file mode 100644 index a351ce79b304..000000000000 --- a/docs/articles/new-expensify/insights/How-to-Use-Insights-in-Expensify.md +++ /dev/null @@ -1,225 +0,0 @@ ---- -title: How to Use Insights in Expensify -description: Learn how to use Insights to analyze spending trends and make data-driven financial decisions in New Expensify. -keywords: [New Expensify, Insights, spending analysis, expense reports, analytics, Top Spenders, Top Categories, Top Merchants, Spend over time, financial insights, budget analysis, expense trends] -internalScope: Audience is all workspace members. Covers how Insights reports work, how to access them, available report types, grouping logic, view modes, exporting data, and customization. Does not cover troubleshooting individual reports. ---- - -# How to Use Insights in Expensify - -Insights are pre-built reports that help you understand spending patterns and trends without exporting data or creating complex custom searches. Each Insight is a suggested search that groups and analyzes your expense data automatically. - ---- - -## Who can use Insights - -Anyone can use Insights. What you can see depends on your role in the workspace. - -- Regular members can view Insights that include their own submitted expenses. -- Approvers can view Insights that include their own expenses plus expenses submitted to them for approval. -- Workspace Admins can view Insights that include all workspace expenses. -- Auditors can view Insights that include all workspace expenses. - -Insights always respect workspace permissions. You will only see data you’re allowed to access. - -## Where to find Insights - -You can access Insights on both web and mobile. - -1. Click **Spend** in the navigation tabs (on the left on web, or on the bottom on mobile). -2. Scroll to **Insights**. -3. Select an Insight to open the report. - ---- - -## How to use Spend over time - -Spend over time shows how total expenses change across a selected date range. - -You can use Spend over time to: - - - Monitor overall spending trends - - Identify increases or decreases in expenses - - Compare spend across months or custom date ranges - - Track seasonal or recurring spending patterns - - Support budgeting and forecasting decisions - -[Learn more about the Spend over time report](https://help.expensify.com/articles/new-expensify/insights/View-the-Spend-over-time-report). - -## How to use Top Spenders - -Top Spenders shows which members submitted the highest total expenses in the previous calendar month, across the workspaces where you're a Workspace Admin, Approver, or Auditor. - -You can use Top Spenders to: - -- Identify unusually high spenders -- Monitor employee-level spending patterns -- Evaluate policy compliance -- Support reimbursement and approval reviews - -[Learn more about the Top Spenders report](https://help.expensify.com/articles/new-expensify/insights/View-the-Top-Spenders-report). - ---- - -## How to use Top Categories - -Top Categories shows which expense categories had the highest total spend in the previous calendar month. - -You can use Top Categories to: - -- Understand where most money is being spent by expense type -- Compare spending across categories like Travel, Meals, and Office Supplies -- Make budget allocation decisions - -[Learn more about the Top Categories report](https://help.expensify.com/articles/new-expensify/insights/View-the-Top-Categories-report) - ---- - -## How to use Top Merchants - -Top Merchants shows which merchants or vendors received the highest total payments in the previous calendar month. - -You can use Top Merchants to: - -- Track vendor spending trends -- Identify opportunities for volume discounts -- Monitor subscription and recurring expenses - -[Learn more about the Top Merchants report](https://help.expensify.com/articles/new-expensify/insights/View-the-Top-Merchants-report) - ---- - -## How to use Violations by submitter - -Violations by submitter shows which members submitted the most expenses that broke your workspace rules in the previous calendar month. It’s available to Workspace Admins and Auditors on Control workspaces that have Rules enabled. - -You can use Violations by submitter to: - -- See who is repeatedly submitting expenses with policy violations -- Spot compliance patterns without reviewing reports one by one -- Prioritize coaching or policy guidance for specific members - -[Learn more about the Violations by submitter report](https://help.expensify.com/articles/new-expensify/insights/View-the-Violations-by-submitter-report) - ---- - -## How Insights work - -Each Insight is powered by Expensify's search query engine using grouping filters and operators to: - -- Automatically group expenses by relevant dimensions (employee, category, merchant, time period) -- Calculate totals and counts -- Sort results to show the highest values first -- Update dynamically as new expenses are added - ---- - -## How to switch between views in Insights - -Insights support four viewing modes: - -**Bar View** -Displays grouped results as a bar chart. This is the default view for **Top categories** and makes comparisons easy at a glance. - -**Table View** -Displays grouped data in rows and columns for more detailed analysis. This is the default view for **Top spenders** and simplifies side-by-side comparisons. - -**Line View** -Displays grouped data in a line chart for analyzing trends. This is the default view for **Spend over time** and helps you monitor changes and patterns. - -**Pie view** -Displays grouped data as a pie chart to show proportional distribution. This is the default for **Top merchants** and helps you understand distribution instantly. - ---- - -To switch views: - -1. Open any Insight. -2. Click **View** in the top navigation. -3. Select **Table**, **Bar**, **Line** or **Pie**. - ---- - -## How to customize Insights - -While you can't modify the suggested Insight searches directly, you can: - -- Apply additional date filters -- Filter by workspace or member -- Expand groups to view individual expenses -- Export data to CSV -- Save a modified search - -## How to create a custom spending report using Insights - -If you want to build your own grouped report: - -1. Open an Insight as your starting point. -2. Modify the filters to match your needs. -3. Adjust the date range if needed. -4. Click **Save** to store your custom view. - -This allows you to automate recurring analysis without rebuilding the search each time. - -[Learn how to use search operators and grouping](/articles/new-expensify/reports-and-expenses/Using-search-operators) - ---- - -## How to export data from an Insight - -Insights cannot export grouped totals directly. However, you can export the underlying expenses. - -To export Insight data: - -1. Open the Insight. -2. Expand a group to show individual expenses. -3. Select the expenses you want to export. -4. Click **Export to CSV**. - -This is helpful for external reporting or sharing detailed data with finance teams. - ---- - -## Grouping options used in Insights - -Insights use grouping operators to summarize expenses. These include: - -- **group-by:from** - Group by employee (who submitted) -- **group-by:category** - Group by expense category -- **group-by:merchant** - Group by merchant or vendor -- **group-by:tag** - Group by expense tags -- **group-by:month** - Group by calendar month -- **group-by:week** - Group by calendar week -- **group-by:quarter** - Group by fiscal quarter -- **group-by:year** - Group by calendar year - -You can use these operators in custom searches to create your own insights and analyze spending from different perspectives. - -[View all available search operators](https://help.expensify.com/articles/new-expensify/reports-and-expenses/Using-search-operators) - ---- - -# FAQ - -## Can I export grouped totals from Insights in Expensify? - -No. Grouped totals cannot be exported directly. You must expand each group and export the individual expenses as a CSV file. - ---- - -## How often do Insights update in Expensify? - -Insights update in realtime as expenses are created, edited, approved, or reimbursed. - ---- - -## Can I change the time period in Insights? - -Yes. Use date filters to adjust the time period. - -Common filters include: - -- `date:this-month` -- `date:last-month` -- `date:year-to-date` -- Custom date ranges diff --git a/docs/articles/new-expensify/insights/How-to-Use-Insights.md b/docs/articles/new-expensify/insights/How-to-Use-Insights.md new file mode 100644 index 000000000000..7bea3beadfbe --- /dev/null +++ b/docs/articles/new-expensify/insights/How-to-Use-Insights.md @@ -0,0 +1,88 @@ +--- +title: How to Use Insights +description: Learn how to use Insights in Expensify to filter spending data, explore expenses, change visualizations, and create custom spending reports. +keywords: [Insights, how to use Insights, filter Insights, customize Insights, spending analysis, change chart view, view expenses, export Insight data, save custom search, spending reports] +internalScope: Audience is members who can access Insights. Covers how to access and interact with Insights, adjust shared filters, explore underlying expenses, and use related reporting capabilities. Does not cover individual insight calculations, detailed search operators, or step-by-step export and saved-search workflows. +contentType: topic +platform: new-expensify +order: 2 +--- + +# How to Use Insights + +Insights help you analyze spending to spot changes and understand patterns. You can adjust which expenses are included, explore spending trends from different perspectives, and open the underlying expenses in **Spend** for further review. + +For an introduction to the available insights and what they show, see [Learn About Insights](/articles/new-expensify/insights/Learn-About-Insights). + +## Where to find Insights + + +Insights displays spending visualizations based on your permissions and workspace configuration. Where you access insights depends on your platform. + +On web: +In the navigation tabs on the left, select **Insights**. + +On mobile: +In the navigation tabs on the bottom, select **Spend**. Then, in the navigation menu, select the individual insight you want to view. + +## How to filter insights + +You can adjust the data shown across **Insights** using three shared filters: + +- **Date:** Choose the period you want to analyze. +- **Workspace:** Choose which workspace expenses to include. +- **Group currency:** Choose the currency used to group spending amounts. + +These filters apply across all insights, allowing you to compare spending trends, merchants, categories, and members using the same date range, workspaces, and currency. + +![Insights page with Date, Workspace, and Group currency filters highlighted]({{site.url}}/assets/images/insights-filters.png){:width="100%"} + +## How to explore expenses from an insight + +Insights summarize spending data, while **Spend** lets you review individual expenses and analyze spending in more detail. + +To explore the expenses behind an insight, select **More (⋮)** on the visualization, then select **View on Spend**. This opens the related results in **Spend**, where you can review individual expenses, apply additional filters, and use grouping options to analyze spending from different perspectives. + +[Learn how to use search operators to analyze spend](/articles/new-expensify/reports-and-expenses/Using-search-operators). + +## How to change how insight data is displayed + +Each insight uses a predefined visualization to highlight spending patterns. To explore the same expense data in a different format, open it in **Spend**, where you can switch between bar, line, pie, and table views. + +The available views are: + +- **Bar chart:** Helpful for comparing spending amounts across members, merchants, or categories. +- **Line chart:** Helpful for identifying changes and trends over time. +- **Pie chart:** Helpful for understanding how spending is distributed across groups. +- **Table:** Helpful for reviewing grouped spending data across rows and columns. + +To display the expense data in a different view: + +1. On the insight, select **More (⋮) > View on Spend**. +2. Select **Display > View**. +3. Choose the view you want, then select **Apply**. + +![Insight with View on Spend highlighted]({{site.url}}/assets/images/insight-view-on-spend.png){:width="100%"} + +## How to save a customized search from an insight + +If you regularly review the same spending data, you can save a customized search in **Spend**. Saved searches let you return to a particular combination of filters and grouping options without rebuilding the search each time. + +You can start with an insight, open its results in **Spend**, and customize the search to match your reporting needs. + +[Learn how to create a saved search](/articles/new-expensify/reports-and-expenses/Using-Reports-in-New-Expensify). + +## How to export insight data + +Insights summarize expense data, but grouped totals and chart summaries cannot be exported directly. + +To export the underlying expenses, open the related results in **Spend** and select the individual expenses you want to export. This lets you download expense-level data for additional analysis or reporting outside Expensify. + +[Learn how to export expenses](/articles/new-expensify/reports-and-expenses/How-to-Export-Expenses). + +## Related articles + +- [Explore the Spend Over Time Insight](/articles/new-expensify/insights/explore-the-spend-over-time-insight) +- [Explore the Top Spenders Insight](/articles/new-expensify/insights/explore-the-top-spenders-insight) +- [Explore the Top Merchants Insight](/articles/new-expensify/insights/explore-the-top-merchants-insight) +- [Explore the Top Categories Insight](/articles/new-expensify/insights/explore-the-top-categories-insight) diff --git a/docs/articles/new-expensify/insights/Learn-About-Insights.md b/docs/articles/new-expensify/insights/Learn-About-Insights.md new file mode 100644 index 000000000000..4b142c4552ac --- /dev/null +++ b/docs/articles/new-expensify/insights/Learn-About-Insights.md @@ -0,0 +1,60 @@ +--- +title: Learn About Insights +description: Learn what Insights are in Expensify, which insights are available, who can see them, and how they help you understand spending patterns. +keywords: [Insights, spending insights, spending analytics, spending trends, Spend over time, Top spenders, Top merchants, Top categories, who can see Insights, Insights vs Spend] +internalScope: Audience is all members. Covers what Insights are, the available spending insights, general visibility rules, and how Insights relates to Spend. Does not cover detailed filtering instructions, individual insight calculations, or saved-search and export workflows. +contentType: topic +platform: new-expensify +order: 1 +--- + +# Learn About Insights + +Insights help you understand spending patterns, track changes over time, and identify where money is being spent. They summarize expense data in visualizations so you can quickly see spending trends, compare expenses across members, merchants, and categories, and identify areas that may need closer review. + +## What insights are available + +**Insights** includes visualizations that help you understand spending from different perspectives: + +- **Spend over time** shows how total spending changes over a selected period, helping you identify trends and unusual increases or decreases. +- **Top spenders** shows which members have the highest total spending, helping you identify high spenders and monitor spending patterns by member. +- **Top merchants** shows which merchants account for the most spending, helping you understand where money is being spent and identify recurring vendor expenses. +- **Top categories** shows which expense categories account for the most spending, helping you understand spending by expense type and identify opportunities to adjust budgets. + +All insights share the same **Date**, **Workspace**, and **Group currency** filters, so you can compare spending across the same period, workspaces, and currency. + +![Insights page showing the Spend over time, Top spenders and Top merchant visualizations together.]({{site.url}}/assets/images/insights-page.png){:width="100%"} + +## Who can see Insights + +Insights are available to all members, but the data you see depends on your permissions in Expensify. + +- **Workspace admins and auditors** can see expenses across their workspaces. +- **Approvers** can see expenses submitted to them for approval. +- **Members** can see their own expenses. + +Some insights have additional requirements: + +- **Top spenders** is available to workspace admins, auditors, and approvers on workspaces with at least two members. +- **Top categories** appears only when a workspace you can access has categories enabled. + +Insights that don't meet these requirements won't appear. + +## How Insights and Spend work together + +**Insights** and **Spend** provide different ways to explore the same expense data. + +- **Insights** summarizes spending in visualizations, helping you identify trends and understand which members, merchants, or categories account for the most spend. +- **Spend** provides the underlying expense and report details, where you can search, review, and take action on specific expenses. + +You can open an insight's underlying results in **Spend** by selecting **More (⋮) > View on Spend** to investigate spending patterns, apply additional filters, or explore expenses beyond those displayed in a visualization. + +[Learn how to use Insights](/articles/new-expensify/insights/How-to-Use-Insights). + +## Related articles + +- [How to Use Insights](/articles/new-expensify/insights/How-to-Use-Insights) +- [Explore the Spend Over Time Insight](/articles/new-expensify/insights/explore-the-spend-over-time-insight) +- [Explore the Top Spenders Insight](/articles/new-expensify/insights/explore-the-top-spenders-insight) +- [Explore the Top Merchants Insight](/articles/new-expensify/insights/explore-the-top-merchants-insight) +- [Explore the Top Categories Insight](/articles/new-expensify/insights/explore-the-top-categories-insight) diff --git a/docs/articles/new-expensify/insights/View-the-Top-Categories-report.md b/docs/articles/new-expensify/insights/View-the-Top-Categories-report.md deleted file mode 100644 index c1f20a055b7b..000000000000 --- a/docs/articles/new-expensify/insights/View-the-Top-Categories-report.md +++ /dev/null @@ -1,130 +0,0 @@ ---- -title: View the Top Categories report -description: Learn how to use the Top Categories report to understand category-level spending trends. -keywords: [New Expensify, Top Spenders, Top Categories, Top Merchants, Spend over time, expense categories, category spending, monthly spending, Workspace Admin, Approver, Auditor, category insights, expense analytics, report by category] -internalScope: Audience is Workspace Admins, Approvers, and Auditors. Covers using the Top Categories suggested search to view expense totals by category. Does not cover employee-level analysis or merchant-level grouping. ---- - -# View the Top Categories report - -The **Top Categories** report shows which expense categories had the highest total spend last month. It’s an easy way to: - -- Understand where the most money is being spent -- Spot trends without exporting data -- Make data-driven budget decisions with less effort - -This report is a pre-built suggested search that uses filters to group your expenses by category. - -![Top Categories bar chart]({{site.url}}/assets/images/top-categories.png){:width="100%"} - ---- - -## Who can use the Top Categories report - -The Top Categories report is available to all workspace members on web and mobile. - - **Workspace members** can view top categories for expenses on reports they’ve submitted or approved. - - **Workspace Admins** and **Auditors** can view top categories for all expenses on the workspace. - ---- - -## Where to find the Top Categories report - -**Web:** -Click **Spend** in the left navigation, then click **Top categories** under the **Insights** section - -**Mobile:** -Tap **Spend** from the navigation tabs on the bottom, then tap the hamburger menu in the top-right corner. Under **Insights**, tap **Top categories**. - ---- - -## What the Top Categories report shows - -The Top Categories report is powered by Expensify’s search query engine using grouping and filters. The report shows: - -- All **expense categories** sorted by total spend in the last month -- The **total amount spent** in each category -- The **number of expenses** in each category - ---- - -## How to interpret the Top Categories report - -Each category entry represents a single expense category, ordered from highest to lowest total spend. The report shows: - -- **Number of expenses** in the category -- **Total amount spent** in that category - -Select a category to review all expenses included in that grouping. - ---- - -## How to customize the Top Categories report - -You can adjust filters like status, expense type or employee to explore spending trends. - -The Top Categories report is a suggested search template. You cannot save changes directly to this report, but you can create a custom version. - -To create and save a custom report: - -1. Go to the **Spend** or **Expenses** tab. -2. Use filters to adjust the category grouping or timeframe. -3. Apply filters and click **Save** to save your custom view. - -[Learn how to create custom reports](https://help.expensify.com/articles/new-expensify/reports-and-expenses/Using-Reports-in-New-Expensify#how-to-use-spend-search-query-commands) - ---- - -## How to switch views in the Top Categories report - -By default, the Top Categories report displays a **Bar** chart. You can also switch to **Line**, **Table** or **Pie** view depending on how you want to analyze your data. - -- **Line** shows spending trends over time. -- **Table** displays merchants in rows sorted by total spend. -- **Pie** shows how data is distributed. - -To change the view: - -1. Open the Top Categories report. -2. Click **View** in the top navigation. -3. Select **Line**, **Table** or **Pie**. - -The report will update instantly to reflect your selected view. - ---- - -## Ways to use the Top Categories report - -Workspace Admins and finance teams use the Top Categories report to: - -- Monitor which expense categories are driving most of the spend -- Quickly compare expense volume by category -- Make budget and policy decisions without needing spreadsheets - ---- - -# FAQ - -## Can I export the Top Categories report? - -The Top Categories report can’t be exported with its grouped totals or summary data directly. However, if you expand each group to reveal the individual expenses, you can then select those expenses and use Export to CSV to download the raw data. - -To export expenses: - -1. Go to the **Spend** or **Expenses** tab. -2. Use filters to group by category and apply the same timeframe. -3. Expand the category group, select the expenses, and click **Export to CSV**. - -## What’s the difference between the Top Categories report and other Insights reports? - -Each report provides a different view of your spending: - -- **Spend over time** shows how total expenses change over a date range. -- **Top Merchants** shows which vendors received the most payments. -- **Top Categories** shows the highest-spending expense types (e.g., Travel, Meals). -- **Top Spenders** shows which members submitted the most expenses. - -## How is the Top Categories report calculated? - -The report uses all expenses from the previous calendar month and groups them by category. It shows the **top 5 categories** based on total spend. - ---- diff --git a/docs/articles/new-expensify/insights/View-the-Top-Merchants-report.md b/docs/articles/new-expensify/insights/View-the-Top-Merchants-report.md deleted file mode 100644 index 19dffad6df3e..000000000000 --- a/docs/articles/new-expensify/insights/View-the-Top-Merchants-report.md +++ /dev/null @@ -1,136 +0,0 @@ ---- -title: View the Top Merchants report -description: Learn how to use the Top Merchants report to understand merchant-level spending trends. -keywords: [New Expensify, Top Merchants, merchant spending, vendor analysis, monthly spending, Workspace Admin, Approver, Auditor, merchant insights, expense analytics, report by merchant] -internalScope: Audience is Workspace Admins, Approvers, and Auditors. Covers using the Top Merchants suggested search to view expense totals by merchant. Does not cover employee-level analysis or category-level grouping. ---- - -# View the Top Merchants report - -The **Top Merchants** report shows which merchants or vendors received the highest total spend last month. It's an easy way to: - -- Understand which vendors are receiving the most payments -- Identify recurring merchant relationships -- Spot trends without exporting data -- Make data-driven purchasing decisions with less effort - -This report is a pre-built suggested search that uses filters to group your expenses by merchant. - ---- - -## Who can use the Top Merchants report - -The Top Merchants report is available to all workspace members on web and mobile. - - **Workspace members** can view top merchants for expenses on reports they've submitted or approved. - - **Workspace Admins** and **Auditors** can view top merchants for all expenses on the workspace. - ---- - -## Where to find the Top Merchants report - -**Web:** -Click **Spend** in the left navigation, then click **Top merchants** under the **Insights** section - -**Mobile:** -Tap **Spend** from the navigation tabs on the bottom, then tap the hamburger menu in the top-right corner. Under **Insights**, tap **Top merchants**. - ---- - -## What the Top Merchants report shows - -The Top Merchants report is powered by Expensify's search query engine using grouping and filters. The report shows: - -- All **merchants** sorted by total spend in the last month -- The **total amount spent** at each merchant -- The **number of expenses** for each merchant - ---- - -## How to interpret the Top Merchants report - -Each merchant entry represents a single vendor or merchant, ordered from highest to lowest total spend. The report shows: - -- **Number of expenses** for that merchant -- **Total amount spent** at that merchant - -Select a merchant to review all expenses included in that grouping. - ---- - -## How to customize the Top Merchants report - -You can adjust filters like status, expense type, or employee to explore spending trends. - -The Top Merchants report is a suggested search template. You cannot save changes directly to this report, but you can create a custom version. - -To create and save a custom report: - -1. Go to the **Spend** or **Expenses** tab. -2. Use filters to adjust the merchant grouping or timeframe. -3. Apply filters and click **Save** to save your custom view. - -[Learn how to create custom reports](https://help.expensify.com/articles/new-expensify/reports-and-expenses/Using-Reports-in-New-Expensify#how-to-use-spend-search-query-commands) - ---- - -## How to switch views in the Top Merchants report - -By default, the Top Merchants report displays a **Pie** chart. You can also switch to **Table**, **Bar** or **Line** view depending on how you want to analyze your data. - -- **Table** displays merchants in rows sorted by total spend. -- **Bar** shows merchant totals visually for quick comparison. -- **Line** shows spending trends over time. - -To change the view: - -1. Open the Top Merchants report. -2. Click **View** in the top navigation. -3. Select **Table**, **Bar**, or **Line**. - -The report will update instantly to reflect your selected view. - ---- - -## Ways to use the Top Merchants report - -Workspace Admins and finance teams use the Top Merchants report to: - -- Monitor vendor spending patterns -- Identify opportunities for volume discounts or contract negotiations -- Quickly compare expense volume by vendor -- Track subscription and recurring service costs -- Make purchasing decisions without needing spreadsheets - ---- - -# FAQ - -## Can I export the Top Merchants report? - -The Top Merchants report can't be exported with its grouped totals or summary data directly. However, if you expand each group to reveal the individual expenses, you can then select those expenses and use Export to CSV to download the raw data. - -To export expenses: - -1. Go to the **Spend** or **Expenses** tab. -2. Use filters to group by merchant and apply the same timeframe. -3. Expand the merchant group, select the expenses, and click **Export to CSV**. - -## What's the difference between the Top Merchants report and other insights reports? - -Each report provides a different view of your spending: - -- **Spend over time** shows how total expenses change over a date range. -- **Top Categories** shows the highest-spending expense types (e.g., Travel, Meals). -- **Top Spenders** shows which members submitted the most expenses. - -All reports help identify trends from different perspectives to support better financial decisions. - -## How is the Top Merchants report calculated? - -The report uses all expenses from the previous calendar month and groups them by merchant. It shows the **top 5 merchants** based on total spend. - -## Why do some merchant names look different? - -Merchant names are captured from receipt data and card transactions. The same vendor might appear under different names (e.g., "Amazon.com" vs "AMZN Marketplace"). You may need to review the individual expenses to confirm they're from the same merchant. - ---- diff --git a/docs/articles/new-expensify/insights/View-the-Top-Spenders-report.md b/docs/articles/new-expensify/insights/View-the-Top-Spenders-report.md deleted file mode 100644 index fa4b3de39a50..000000000000 --- a/docs/articles/new-expensify/insights/View-the-Top-Spenders-report.md +++ /dev/null @@ -1,135 +0,0 @@ ---- -title: View the Top Spenders report -description: Learn how Workspace Admins, Approvers, and Auditors can use the Top Spenders report to understand spending trends. -keywords: [New Expensify, Top Spenders, Top Categories, Top Merchants, Spend over time, employee spending, high spenders, expense trends, Workspace Admin, Approver, Auditor, monthly spending, spending insights, virtual CFO, analytics, insight, budget] -internalScope: Audience is Workspace Admins, Approvers, and Auditors. Covers using the Top Spenders suggested search to view employee-level spending, and which expenses are included in the results. Does not cover custom reports, exporting data, or grouping by category or merchant. ---- - -# View the Top Spenders report - -The Top Spenders report shows which employees submitted the highest total expenses last month. It’s a fast way to: - -- Identify high or unusual spenders -- Spot trends without exporting data -- Make data-backed decisions with minimal effort - -This report is a pre-built suggested search so you can review spending activity at a glance. - -![Viewing the Top Spenders report]({{site.url}}/assets/images/top-spender-2.png{:width="100%"} - ---- - -## Who can use the Top Spenders report - -The Top Spenders report is available to Workspace Admins, Approvers, and Auditors on both web and mobile. - -**Note:** Exporting data is only available on web. - ---- - -## Where to find the Top Spenders report - -**Web:** -Use the navigation tabs on the left and select **Spend**, then click **Top spenders** under the **Insights** section. - -**Mobile:** -Tap **Spend** from the navigation tabs on the bottom, then tap the hamburger menu in the top-right corner. Under **Insights**, tap **Top spenders**. - ---- - -## What information the Top Spenders report displays - -The Top Spenders report is powered by a saved search query using Expensify's grouping and filtering engine. The report shows: - -- The **top expense submitters** for the last month -- The **total amount spent** by each person -- The **number of expenses** by each person - -Results cover only the workspaces where you're a Workspace Admin, Approver, or Auditor. Expenses submitted in an individual chat instead of to a workspace aren't included. - ---- - -## How to interpret the Top Spenders report - -Each row represents an individual employee, sorted in descending order by amount. Columns include: - -- **Number of expenses submitted** -- **Total amount spent** - -Click any row to view that member's individual expenses. - ---- - -## Can you customize the Top Spenders report? - -Yes - you can adjust filters like date range, workspace, or employee to explore spending trends. However, the Top Spenders report is a built-in suggested search, so you can’t save changes to it directly. - -To create and save a custom report: - -1. Go to the **Spend** or **Expenses** tab. -2. Use filters to adjust grouping and timeframes. -3. Apply filters and save your custom search. - -[Learn how to create custom reports](https://help.expensify.com/articles/new-expensify/reports-and-expenses/Using-Reports-in-New-Expensify#how-to-use-spend-search-query-commands). - ---- - -## Ways to use the Top Spenders report - -Workspace Admins and finance teams use the Top Spenders report to: - -- Identify high or unusual spenders at a glance -- Spot spending trends without exporting data -- Make data-backed decisions quickly - ---- - -## How to switch views in the Top Spenders report - -By default, the Top Spenders report displays a **Table**. You can also switch to **Bar**, **Line** or **Pie** view depending on how you want to analyze your data. - - - **Bar** shows totals for easy comparison. - - **Line** shows trends over time. - - **Pie** shows how data is distributed. - -To change the view: - -1. Open the Top Spenders report. -2. Click **View** in the top navigation. -3. Select **Bar**, **Line**, or **Pie**. - -The report will update instantly to reflect your selected view. - ---- - -# FAQ - -## Can you export the Top Spenders report? - -Not directly — the Top Spenders report can’t be exported with its grouped totals or summary data. However, if you expand each group to reveal the individual expenses, you can then select those expenses and use Export to CSV to download the raw data. - -1. Go to the **Spend** tab. -2. Apply filters to create your own view. -3. Click **Export to CSV**. - -## What other Insights reports are available? - -Additional Insights reports help you analyze spending from different perspectives: - -- **Spend over time** shows how total expenses change over a date range. -- **Top Merchants** shows which vendors received the most payments. -- **Top Categories** shows the highest-spending expense types (e.g., Travel, Meals). - -[Learn more about all available Insights](https://help.expensify.com/articles/new-expensify/insights/Insights-Overview) - -## Can other people see my Top Spenders report? - -Only Workspace Admins, Approvers, and Auditors can view a workspace's **Top Spenders** report. Regular members do not have access. - -## How is the Top Spenders report calculated? - -The Top Spenders report uses expenses from the previous calendar month that belong to the workspaces where you're a Workspace Admin, Approver, or Auditor, and groups them by submitter (employee). It shows the top 5 people by total amount spent. - -## Why is an expense missing from the Top Spenders report? - -The expense is left out when it doesn't belong to one of your workspaces. An expense submitted in an individual chat isn't part of a workspace, so it never appears in **Top spenders**. Expenses dated outside the previous calendar month are also excluded. diff --git a/docs/articles/new-expensify/reports-and-expenses/Accounting-Search-Shortcuts.md b/docs/articles/new-expensify/reports-and-expenses/Accounting-Search-Shortcuts.md index 3bf0ecdd4980..1b5cae7f2dc9 100644 --- a/docs/articles/new-expensify/reports-and-expenses/Accounting-Search-Shortcuts.md +++ b/docs/articles/new-expensify/reports-and-expenses/Accounting-Search-Shortcuts.md @@ -2,29 +2,29 @@ title: Accounting Search Shortcuts description: Use the Accounting search shortcuts on the Spend page to review expense status, prepare for export, and reconcile transactions with your accounting records. keywords: [New Expensify, accounting expensify, reconcile expenses, awaiting export, cash accruals, card accruals, card statements, bank reconciliation, month-end close, search shortcut, accounting shortcut] -internalScope: Audience is Workspace Admins and Auditors. Covers using the Accounting section to review expense states and support reconciliation workflows. Does not cover exporting or performing reconciliation in detail. +internalScope: Audience is workspace admins and auditors. Covers using the Accounting section to review expense states and support reconciliation workflows. Does not cover exporting or performing reconciliation in detail. --- # Accounting Search Shortcuts The **Accounting** search shortcuts on the **Spend** page bring together the expense views you need to reconcile your records and close your books. It helps you identify what’s ready to export, what still needs attention, and what should be matched against statements or bank data. -Workspace Admins and Auditors can use these shortcuts to validate totals, track liabilities, and ensure your expenses align with accounting records before and after export. +Workspace admins and auditors can use these shortcuts to validate totals, track liabilities, and ensure your expenses align with accounting records before and after export. --- ## Who can use Accounting search shortcuts -Workspace Admins and Auditors with: -- Approvals turned on +Workspace admins and auditors with: +- Approvals enabled - Either reimbursements enabled, at least one card feed connected, or Expensify Cards enabled --- ## How to use the Accounting search shortcuts -1. In the navigation tabs (on the left on web, on the bottom on mobile) select **Spend**. -2. In the **Accounting** section, choose a search shortcut based on what you need to review. +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Spend**. +2. In the **Accounting** section, select a search shortcut based on what you need to review. 3. Use filters like **Date**, **Feed**, or **Posted** to refine your view. 4. Review the **Total** in the footer to understand the amount for that view. @@ -54,7 +54,7 @@ Once you’ve reviewed the expenses, you can export them to a CSV if you need to # FAQ ## How can I create an aging report? -An aging report is a breakdown of expenses by how long they have been in a given status. You can create an aging report by using the **Cash accruals** or **Card accruals** shortcut and changing **Display** to group by month, week, quarter or year. [Learn how to use Insights grouping operators](/articles/new-expensify/insights/How-to-Use-Insights-in-Expensify#grouping-options-used-in-insights). +An aging report is a breakdown of expenses by how long they have been in a given status. You can create an aging report by using the **Cash accruals** or **Card accruals** shortcut and changing **Display** to group by month, week, quarter or year. [Learn how to group results using search operators](/articles/new-expensify/reports-and-expenses/Use-Search-Operators-to-Filter-and-Analyze#how-to-group-and-visualize-results-using-search-operators). ## Why don’t I see all Accounting search shortcuts? diff --git a/docs/articles/new-expensify/reports-and-expenses/Getting-Started-with-the-Spend-Page.md b/docs/articles/new-expensify/reports-and-expenses/Getting-Started-with-the-Spend-Page.md index 11cbde863e99..7b3a17fa9d48 100644 --- a/docs/articles/new-expensify/reports-and-expenses/Getting-Started-with-the-Spend-Page.md +++ b/docs/articles/new-expensify/reports-and-expenses/Getting-Started-with-the-Spend-Page.md @@ -12,12 +12,12 @@ The Spend page in New Expensify gives you a full list of your reports and relate Report previews are summaries shown directly in your workspace chat in the **Inbox**. They let you quickly check a report’s status without opening it. -## Visibility of Report Previews +## Who can see report previews - Visible to **all members** in the workspace chat. - Only the **report creator** sees interactive options like **Add expense**. - **Workspace admins** can approve and pay reports, as well as reject and hold reports. -## Preview Details +## What report previews show - Report title and status (e.g., Approved, Paid) - Up to 10 expense previews with: - Date and category @@ -27,7 +27,7 @@ Report previews are summaries shown directly in your workspace chat in the **Inb - **+X more** link if there are over 10 expenses - Action button: Submit, Approve, Pay, etc., depending on the role -## Preview Behavior and Updates +## How report previews update - Updates in **real time** as expenses are added. - If a report is deleted, the preview is removed. @@ -48,16 +48,16 @@ Each row represents an expense and includes: - Description - Tags (if enabled) -## Available Actions on the Table -- **Click an expense** to view or edit it in the right-hand panel -- **Edit a cell directly:** Hover over **date**, **merchant**, **description**, **category**, **tag**, or **amount** and click the pencil icon to edit the value inline without opening the expense details. +## What you can do in the report table +- **Select an expense** to view or edit it in the right-hand panel +- **Edit a cell directly:** Hover over **date**, **merchant**, **description**, **category**, **tag**, or **amount** and select the edit icon to edit the value inline without opening the expense details. - **Select multiple expenses** using checkboxes, then apply bulk actions such as: - **Move to another report:** When you need to have multiple reports or need to break up expenses across multiple weeks or months. - **Download:** For exporting to a CSV file for analysis or to share with your accountant. - **Hold:** Use this when you need to temporarily pause the approval of an expense until all required information is provided. - **Delete:** To remove expenses from the expense report. -**Note:** The selection bar appears after selecting at least one expense. +**Note:** The selection bar appears after you select at least one expense. ## How to move expenses between reports @@ -74,8 +74,8 @@ Each row represents an expense and includes: **From the expense details** -1. Click the expense to edit it in the right-hand panel. -2. Click **Move to report** from the bulk action menu. +1. Select the expense to edit it in the right-hand panel. +2. Select **Move to report**. 3. In the right-hand panel, select from the following options: - Create report - An existing draft or submitted report @@ -105,11 +105,11 @@ The total is shown in your default currency until you choose a different one. ### How to change the total spend currency 1. On the **Spend** page, optionally select the rows you want to total using the checkboxes. Leave everything unselected to convert the whole search result. -2. In the footer, click the currency shown next to the **Total spend** amount. +2. In the footer, select the currency shown next to the **Total spend** amount. 3. In the currency picker, search for and select the currency you want. -4. Click **Apply**. +4. Select **Apply**. -The **Total spend** amount updates to show the converted value in the currency you selected. Click **Reset** in the picker to return to your default currency. +The **Total spend** amount updates to show the converted value in the currency you selected. Select **Reset** in the picker to return to your default currency. Conversion works across the different ways you can view and select expenses: @@ -132,15 +132,15 @@ The currency picker can't be opened in these cases: On a wide screen: 1. On the **Spend** page, select **Expenses**. -2. Click the **Amount** column header to sort from largest to smallest. -3. Click the **Amount** column header again to reverse the order. +2. Select the **Amount** column header to sort from largest to smallest. +3. Select the **Amount** column header again to reverse the order. On mobile, or in a narrow browser window, the column headers aren't shown, so sort from the **Display** menu instead: 1. On the **Spend** page, select **Expenses**. -2. Tap the **Display** icon. -3. Tap **Sort by**, select **Amount**, then tap **Apply**. -4. To change the direction, tap the **Display** icon again, tap **Sort by**, tap **Sort order**, select **Descending** (largest to smallest) or **Ascending** (smallest to largest), then tap **Apply**. +2. Select the **Display** icon. +3. Select **Sort by**, choose **Amount**, then select **Apply**. +4. To change the direction, select the **Display** icon again, select **Sort by > Sort order**, choose **Descending** (largest to smallest) or **Ascending** (smallest to largest), then select **Apply**. The **Amount** column is only sortable when your results are shown as a table. When you group your results, this column reads **Total** instead of **Amount**. @@ -179,26 +179,26 @@ A -$4,000 credit therefore sorts below a $10 expense rather than next to a $4,00 ## How to apply filters in New Expensify -Web: +On web: -1. In the navigation tabs on the left, click **Spend**. -2. Click **Filters**. -3. Click **Type** and select **Expense**, **Expense Report**, **Chat**, **Invoice**, **Trip**, or **Task**. -5. Select the filters you want to apply. Available filters vary based on the selected **Type**. +1. In the navigation tabs on the left, select **Spend**. +2. Select **Filters**. +3. Select **Type** and choose **Expense**, **Expense Report**, **Chat**, **Invoice**, **Trip**, or **Task**. +4. Select the filters you want to apply. Available filters vary based on the selected **Type**. Selected filter values are applied to the list immediately. -Mobile: +On mobile: -1. In the navigation tabs on the bottom, tap **Spend**. -2. Tap the **Filters** icon next to the search box. -3. Tap **Type** and select **Expense**, **Expense Report**, **Chat**, **Invoice**, **Trip**, or **Task**. -4. Tap **Save**. +1. In the navigation tabs on the bottom, select **Spend**. +2. Select the **Filters** icon next to the search field. +3. Select **Type** and choose **Expense**, **Expense Report**, **Chat**, **Invoice**, **Trip**, or **Task**. +4. Select **Save**. 5. Select the filters you want to apply. Available filters vary based on the selected **Type**. -6. Tap **Save** after selecting each filter. -7. Tap **View Results**. +6. Select **Save** after selecting each filter. +7. Select **View results**. -For more advanced filtering, you can enter search operators directly into the search box on the **Spend** page. [Learn how to use search operators to filter and analyze](/articles/new-expensify/reports-and-expenses/Use-Search-Operators-to-Filter-and-Analyze). +For more advanced filtering, you can enter search operators directly into the search field on the **Spend** page. [Learn how to use search operators to filter and analyze](/articles/new-expensify/reports-and-expenses/Use-Search-Operators-to-Filter-and-Analyze). ## How filtering works on the Spend page @@ -244,7 +244,10 @@ If you create a draft report and have unreported expenses in your SelfDM, a prom # FAQ ## Can I export reports from the Spend page? -Yes! Choose the **Current view** option within the **Export** menu to download a CSV of exactly what you're seeing—your active filters, columns, and ordering are all preserved. You can also use a template-based export for a standard set of columns. Learn more about [exporting from the Spend page](https://help.expensify.com/articles/new-expensify/reports-and-expenses/Search-and-Download-Expenses). +Yes! Choose the **Current view** option within the **Export** menu to download a CSV of exactly what you're seeing—your active filters, columns, and ordering are all preserved. You can also use a template-based export for a standard set of columns. Learn more about [exporting from the Spend page](/articles/new-expensify/reports-and-expenses/Search-and-Download-Expenses). + +## Where did the Insights on the Spend page go? +The **Spend over time**, **Top categories**, **Top merchants**, and **Top spenders** charts moved from the **Insights** section of the Spend page to the **Insights** page. In the navigation tabs (on the left on web, on the bottom on mobile), select **Insights** to see them. For more details about insights, see [Learn About Insights](/articles/new-expensify/insights/Learn-About-Insights). ## Do smart suggestions work on mobile? Yes, smart suggestions also appear in the mobile Inbox and draft reports. diff --git a/docs/articles/new-expensify/settings/Account-Settings.md b/docs/articles/new-expensify/settings/Account-Settings.md index 5873b0e72242..5e28d24743f3 100644 --- a/docs/articles/new-expensify/settings/Account-Settings.md +++ b/docs/articles/new-expensify/settings/Account-Settings.md @@ -2,11 +2,14 @@ title: Account Settings description: Learn how to update your profile settings, preferences, and notifications in Expensify. keywords: [New Expensify, profile, account preferences, notifications, language, theme, high contrast mode, timezone, personal information, phone number, security code] +internalScope: Audience is all members. Covers how to update profile, status, pronouns, timezone, language, theme, notification, and personal information settings in Account. Does not cover security, wallet, or subscription settings. --- # Account Settings -Expensify allows you to personalize your experience by customizing your profile, preferences, and notifications. This guide shows you how to update your photo, language, timezone, notification settings, and more—all from the left-hand navigation menu. +Expensify allows you to personalize your experience by customizing your profile, preferences, and notifications. This guide shows you how to update your photo, language, timezone, notification settings, and more—all from **Account**. + +You can access **Account** in the navigation tabs (on the left on web, on the bottom on mobile). --- @@ -14,15 +17,15 @@ Expensify allows you to personalize your experience by customizing your profile, You can update the following profile settings: -- **Profile Photo** – Upload or change your photo. -- **Customized Avatar** – Select an avatar instead of a profile photo. +- **Profile photo** – Upload or change your photo. +- **Custom avatar** – Select an avatar instead of a profile photo. - **Status** – Add a custom message and emoji to show your current status. - **Pronouns** – Display your preferred pronouns on your profile. - **Language** – Update your account to your preferred language. - **Timezone** – Set the correct timezone for expense and report timestamps. -- **Theme** – Toggle between light mode, dark mode, or follow device settings, and enable high contrast mode. +- **Theme** – Switch between light mode, dark mode, or your device settings, and enable high contrast mode. - **Notifications** – Customize how and when you receive email and app notifications. -- **Personal Information** – Add or update your legal name, date of birth, phone number, and address. +- **Personal information** – Add or update your legal name, date of birth, phone number, and address. --- @@ -30,9 +33,10 @@ You can update the following profile settings: To upload or update a profile photo: -1. In the navigation tabs, click **Account > Profile**. -2. Click the pencil icon next to your profile image. -3. Select **Upload Image** and choose a new photo. +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Account**. +2. Select **Profile**. +3. Select the edit icon next to your profile image. +4. Select **Upload photo** and choose a new photo. --- @@ -40,11 +44,12 @@ To upload or update a profile photo: To use an avatar instead of a profile photo: -1. In the navigation tabs, click **Account > Profile**. -2. Click the pencil icon next to your profile image. -3. Scroll down to **Or choose a custom avatar**. -4. Select an avatar in your desired colored palette. -5. Click **Save**. +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Account**. +2. Select **Profile**. +3. Select the edit icon next to your profile image. +4. Scroll down to **Or choose a custom avatar**. +5. Choose an avatar in your preferred color palette. +6. Select **Save**. --- @@ -52,12 +57,11 @@ To use an avatar instead of a profile photo: To manually set or update your timezone: -1. Go to **Account > Profile**. -2. Click **Timezone**. -3. Turn off **Automatically determine your location**. -4. Click **Timezone** -5. Select the your time zone from the list. -6. Click **Save**. +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Account**. +2. Select **Profile > Time zone**. +3. Disable **Automatically determine your location**. +4. Choose your timezone from the list. +5. Select **Save**. --- @@ -65,11 +69,11 @@ To manually set or update your timezone: To set or change your language: -1. In the navigation tabs, select **Account > Preferences**. -2. Tap or click on **Language**. +1. On web, select **Account** in the navigation tabs. On mobile, select your profile icon. +2. Select **Preferences > Language**. 3. Choose your preferred language from the list. -4. The checkmark will confirm the selected language. -5. Your account will update automatically to reflect the new language setting. + +A checkmark confirms the selected language, and your account updates automatically to the new language. **Note:** Language changes affect your personal account view only. Workspace members must update their own preferences individually. @@ -97,8 +101,9 @@ Expensify supports the following languages: To manage notification settings: -1. Go to **Account > Preferences > App preferences**. -2. Adjust the notification toggles: +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Account**. +2. Select **Preferences**. +3. Under **App preferences**, enable or disable these toggles: - **Receive relevant feature updates and Expensify news** - **Mute all sounds from Expensify** @@ -108,11 +113,12 @@ To manage notification settings: Set your profile status with an emoji and optional message. -1. Go to **Account > Profile**. -2. Click **Status** and enter your custom message. -3. (Optional) Add an emoji. -4. Choose when to clear the status (e.g., 1 hour, 1 day, or Never). -5. Click **Save**. +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Account**. +2. Select **Profile > Status**. +3. Enter your custom message. +4. (Optional) Add an emoji. +5. Under **Clear after**, choose when to clear the status, such as **1 hour**, **Today**, or **Never**. +6. Select **Save**. --- @@ -120,11 +126,11 @@ Set your profile status with an emoji and optional message. To set or update your pronouns: -1. Go to **Account > Profile**. -2. Click **Pronouns**. +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Account**. +2. Select **Profile > Pronouns**. 3. Type a word or letters into the **Search to see options** field. No pronouns are listed until you type a search term. 4. Select your pronouns from the search results. -5. Click **Save**. +5. Select **Save**. --- @@ -132,12 +138,10 @@ To set or update your pronouns: To change the app’s appearance: -1. Go to **Account > Preferences**. -2. Click **Theme** and choose from: - - **Light** - - **Dark** - - **Use device settings** -3. Click **Save**. +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Account**. +2. Select **Preferences > Theme**. +3. Choose **Light**, **Dark**, or **Use device settings**. +4. Select **Save**. --- @@ -145,10 +149,10 @@ To change the app’s appearance: High contrast mode increases the visual contrast of UI elements, making text and controls easier to distinguish. -1. Go to **Account > Preferences**. -2. Click **Theme**. -3. Toggle **High contrast mode** on. -4. Click **Save**. +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Account**. +2. Select **Preferences > Theme**. +3. Enable **High contrast mode**. +4. Select **Save**. You can also enable high contrast mode from the [login page](https://new.expensify.com/) by selecting **Enable high contrast**. @@ -157,12 +161,14 @@ You can also enable high contrast mode from the [login page](https://new.expensi ## How to update your personal information To update your legal name, date of birth, phone number, or address: -1. Go to **Account > Profile**. -2. Scroll to the **Private** section. -3. Click **Legal Name**, **Date of Birth**, **Phone Number**, or **Address**. -4. Enter the updated information. -5. Click **Save**. -6. Enter the security code sent to your email or phone to verify the changes. + +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Account**. +2. Select **Profile**. +3. Scroll to the **Private** section. +4. Select **Legal name**, **Date of birth**, **Phone number**, or **Address**. +5. Enter the updated information. +6. Select **Save**. +7. Enter the security code sent to your email or phone to verify the changes. When typing in the **Address line 1** field, a list of address suggestions appears. Select a suggestion to auto-populate the address fields including city, state, ZIP code, and country. @@ -173,14 +179,18 @@ If no address is saved, the **Country** field is pre-filled based on your curren ## How to update your display name or legal name To edit your display name: -1. Go to **Account > Profile**. -2. Click **Display Name**, enter your preferred name, and click **Save**. + +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Account**. +2. Select **Profile > Display name**. +3. Enter your preferred name and select **Save**. To edit your legal name: -1. Go to **Account > Profile**. -2. Scroll to **Private** and click **Legal Name**. -3. Enter the updated information and click **Save**. -4. Enter the security code sent to you to verify the change. + +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Account**. +2. Select **Profile**. +3. Scroll to **Private** and select **Legal name**. +4. Enter the updated information and select **Save**. +5. Enter the security code sent to you to verify the change. --- @@ -193,7 +203,11 @@ Your photo helps teammates identify you easily in chats, reports, and notificati No. It only changes the language of your user interface, not the content of your reports. ## Can I disable all Expensify app notifications? -Yes. From the navigation tabs, go to **Account > Preferences** and toggle off both update and sound notifications. +Yes. To mute notifications: + +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Account**. +2. Select **Preferences**. +3. Disable **Receive relevant feature updates and Expensify news** and enable **Mute all sounds from Expensify**. ## Can I disable email notifications for reports that I approve for reimbursement? No. To comply with regulations in several US states, Expensify is required to send you an email whenever you send money to another individual. @@ -202,5 +216,4 @@ No. To comply with regulations in several US states, Expensify is required to se Yes! Your chosen theme and high contrast mode setting apply across web, mobile, and desktop versions of Expensify. ## Can I set a permanent status message? -Yes. After entering your status, choose **Never** under “Clear After” to keep it active indefinitely. - +Yes. After entering your status, choose **Never** under **Clear after** to keep it active indefinitely. diff --git a/docs/assets/images/DualEntry_accounting.png b/docs/assets/images/DualEntry_accounting.png new file mode 100644 index 000000000000..508ab4895d37 Binary files /dev/null and b/docs/assets/images/DualEntry_accounting.png differ diff --git a/docs/assets/images/Rillet_accounting.png b/docs/assets/images/Rillet_accounting.png new file mode 100644 index 000000000000..2a3088631908 Binary files /dev/null and b/docs/assets/images/Rillet_accounting.png differ diff --git a/docs/assets/images/home.png b/docs/assets/images/home.png index 37c95e644a31..988294af8e4a 100644 Binary files a/docs/assets/images/home.png and b/docs/assets/images/home.png differ diff --git a/docs/assets/images/home2.png b/docs/assets/images/home2.png index b2bb5c1ef908..7662e67dce34 100644 Binary files a/docs/assets/images/home2.png and b/docs/assets/images/home2.png differ diff --git a/docs/assets/images/insight-view-on-spend.png b/docs/assets/images/insight-view-on-spend.png new file mode 100644 index 000000000000..aa9063fdea84 Binary files /dev/null and b/docs/assets/images/insight-view-on-spend.png differ diff --git a/docs/assets/images/insights-filters.png b/docs/assets/images/insights-filters.png new file mode 100644 index 000000000000..030b959c3f73 Binary files /dev/null and b/docs/assets/images/insights-filters.png differ diff --git a/docs/assets/images/insights-page.png b/docs/assets/images/insights-page.png new file mode 100644 index 000000000000..e199f4997bc8 Binary files /dev/null and b/docs/assets/images/insights-page.png differ diff --git a/docs/assets/images/insights-spend-over-time.png b/docs/assets/images/insights-spend-over-time.png new file mode 100644 index 000000000000..2f81a0653b2a Binary files /dev/null and b/docs/assets/images/insights-spend-over-time.png differ diff --git a/docs/assets/images/insights-top-categories.png b/docs/assets/images/insights-top-categories.png new file mode 100644 index 000000000000..961f5b92b206 Binary files /dev/null and b/docs/assets/images/insights-top-categories.png differ diff --git a/docs/assets/images/insights-top-merchant.png b/docs/assets/images/insights-top-merchant.png new file mode 100644 index 000000000000..cc4eb59c79b8 Binary files /dev/null and b/docs/assets/images/insights-top-merchant.png differ diff --git a/docs/assets/images/insights-top-spender.png b/docs/assets/images/insights-top-spender.png new file mode 100644 index 000000000000..00270a92e176 Binary files /dev/null and b/docs/assets/images/insights-top-spender.png differ diff --git a/docs/redirects.csv b/docs/redirects.csv index baee3b41b63f..fd793a7a85f3 100644 --- a/docs/redirects.csv +++ b/docs/redirects.csv @@ -1037,3 +1037,8 @@ https://help.expensify.com/articles/new-expensify/getting-started/Understanding- https://help.expensify.com/articles/new-expensify/ai-agents/Create-Agent-Rules,https://help.expensify.com/articles/new-expensify/ai-agents/Automate-Workflows-with-Agent-Rules https://help.expensify.com/articles/new-expensify/ai-agents/Create-and-Use-Custom-Agents,https://help.expensify.com/articles/new-expensify/ai-agents/Create-and-Use-Agents https://help.expensify.com/articles/new-expensify/ai-agents/How-to-Write-Agent-Rules,https://help.expensify.com/articles/new-expensify/ai-agents/How-to-Write-Agent-Instructions +https://help.expensify.com/articles/new-expensify/insights/View-the-Top-Spenders-report,https://help.expensify.com/articles/new-expensify/insights/Explore-the-Top-Spenders-Insight +https://help.expensify.com/articles/new-expensify/insights/View-the-Top-Categories-report,https://help.expensify.com/articles/new-expensify/insights/Explore-the-Top-Categories-Insight +https://help.expensify.com/articles/new-expensify/insights/View-the-Top-Merchants-report,https://help.expensify.com/articles/new-expensify/insights/Explore-the-Top-Merchants-Insight +https://help.expensify.com/articles/new-expensify/insights/How-to-Use-Insights-in-Expensify,https://help.expensify.com/articles/new-expensify/insights/How-to-Use-Insights +https://help.expensify.com/articles/new-expensify/insights/View-the-Violations-by-submitter-report,https://help.expensify.com/Hidden/View-the-Violations-by-submitter-report