Bulk Edit and Submit Expenses as an Admin

As an admin, you may need to edit the fields of multiple expenses at once before approving or submitting them. For example, this is useful if you want to change the merchant name for a group of expenses. If you have updated your category names, you may also need to update categories in bulk.

Expenses with policy warnings, policy violations, or required Emburse Assurance responses cannot be submitted in bulk and must be submitted individually.

Types of Bulk Actions

You can perform several bulk actions on expenses:

  • Approve or deny
  • Reassign the manager
  • Edit the merchant
  • Edit the category
  • Edit a team field
  • Edit an expense field

Bulk Edit Expenses

You can bulk edit both submitted and unsubmitted expenses.

Edit Submitted Expenses

  1. On the Card Transactions or Reimbursements page, select the Needs Review or Needs Manager Review tab, then check the boxes next to the expenses you want to edit.

    Card Transactions page with multiple submitted expenses selected for bulk editing.
  2. Select Edit.

  3. Select the checkbox next to the field you want to change.

    Bulk edit panel showing editable expense fields and selected category values for multiple transactions.
  4. Enter or select the new value from the dropdown menu.
  5. Select Save.

Edit Unsubmitted Expenses

To bulk edit pending submissions:

  1. On the Transactions page, select the Pending Submission tab.

    Pending Submission tab showing multiple pending transactions selected for bulk editing.
  2. Check the boxes next to the expenses you want to update.
  3. Select Edit.

  4. Select the checkbox next to each field you want to update, then enter or select the new values.

    Bulk edit panel showing multiple pending transactions selected on the Transactions page, with the Class field enabled and set to Class 2 before saving updates.
  5. Select SAVE.

  6. Select CONFIRM EDITS.

    Confirm Edits window prompting the admin to apply updates to multiple expenses.

The updated expense information displays in the transaction list.

Bulk Submit Expenses

As an admin, you can submit corporate card expenses on behalf of users from the Pending Submission tab.

To bulk submit pending submissions:

  1. On the Transactions page, select the Pending Submission tab.

    Pending Submission tab showing multiple selected transactions ready for bulk submission.
  2. Check the boxes next to the expenses you want to submit.
  3. Select Submit.
    The Submit Multiple Expenses window displays.

  4. In the Submit Multiple Expenses window, select SUBMIT.

    Submit Multiple Expenses window asking the admin to confirm submission of selected transactions.

What Happens During Bulk Submission

During bulk submission, the system waits for all policy and assurance checks to complete before finishing the submission process.

Depending on the results:

  • Transactions without issues are submitted successfully.
  • Transactions with warnings or policy violations must be submitted individually.
  • Transactions that require an Emburse Assurance response must also be submitted individually.
Assurance check responses appear only for organizations with Emburse Assurance enabled.

Resolve Expenses That Cannot Be Submitted in Bulk

If one or more expenses have warnings, policy violations, or required responses, the Potential Issues to Review window displays.

  1. In the Potential Issues to Review window, select OKAY.

    Potential Issues to Review window showing expenses that must be submitted individually.
  2. Open each expense that requires individual submission.
  3. Review the warning or required Emburse Assurance check response.
  4. Complete the required updates or Emburse Assurance responses.
  5. Submit the expense individually, or repeat the bulk-submit steps.
Admins and delegates cannot force submit or resubmit expenses with warnings in bulk.

Expenses that cannot be submitted in bulk remain on the Pending Submission tab until they are resolved and submitted successfully.

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