The Expense List
The Expense List is your main dashboard for tracking all the expenses you’ve added in Toggl Work. Think of it as your control center - where you can see what’s pending, what’s approved, and what still needs your attention.
What You’ll See
Each expense is shown in a row with these columns:
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Date → Referring to the date on the receipt.
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Description → A quick note about the expense.
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Category → This can refer to templates categories like “Meals”, “Travel”, “Office” etc… or any custom category you’ve set up. (or your admin)
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Trip → If the expense is assigned to a trip, you will see it there.
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Amount → The total amount associated with that expense (shown in your workspace currency).
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State → The current status of the expense (see below).
Expense States
Each expense has a state that tells you where it is in the workflow:
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Draft → The expense as a draft is only visible to you.
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Submitted → It means you already sent it for approval.
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Approved → Accepted by an admin or an auto-approval rule
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Rejected → Your expense has been declined, with a rejection reason attached.
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Processing → This is a temporary state while data is being processed (it’s rarely shown).
Hover over a state label to see more details, like who approved or why it was rejected.
Filtering the List
Do you need to find something quickly? Use the filters at the top to narrow results by:
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Month & year
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Category
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State
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Trip
Bulk Actions
If you have a lot of expenses, managing multiple expenses at once can be hard. So we try to make it easy for you. You can tick the checkboxes to:
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Submit → This will send several draft expenses for approval in one go.
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Export → By clicking Export, you can generate a PDF report of approved expenses, with all the details and the attached receipts.
If you’re working solo (approvals disabled), you can export submitted expenses as well. The Export wizard also lets you filter by month, category, or trip before creating the report.
That’s it! From here, you can keep expenses organized, move them through approvals, and generate reports whenever you need.
Help & Feedback
In case you need any assistance, reach out in the community. That is also where we’d love to hear your thoughts on Toggl Work - we read all comments and build the product with them in mind.