Change an expense report after you submit it

What you can do once a report is in, resubmit a declined report, edit one sent back for changes, or cancel one that is still pending.

Submitting an expense report is not the last word on it. Depending on what happens next, you can do three things from My Benefits without ever starting a new upload:

• Resubmit a declined report. If it was turned down, fix what was wrong and send the same report back for a fresh review.
• Edit a report sent back for changes. If a reviewer needs something corrected before they can approve it, you update the same report and submit your adjustments.
• Cancel a pending report. If you uploaded it by mistake and no reviewer has acted yet, you can withdraw it and get your benefit allowance back.

In every case the report keeps its history in one place, so you never delete it and upload a new one. This article covers all three.

Resubmit a declined report

A declined expense report is not the end of the road. If you can act on the reason it was turned down, you can edit the same report and send it back for a fresh review, keeping its history intact.

Open the declined report

Go to My Benefits, find the report with the Declined status, and select it to open. The report opens on its original view first, showing:

• The red rejection notice with the reason the reviewer gave, if one was added.
• The original details (category, date, provider, amount, VAT).
• The receipts that were attached.

Read the reason carefully so your changes actually address it. If the report was declined by CLVR's receipt check rather than a person, the notice explains that too. For where the reason lives and the common causes, see "Why was my expense declined" in the troubleshooting section below.

Start your changes

Below the original details, select Edit and Resubmit. The report switches to an editable layout with two sections:

• Original Expense Report, which keeps the original details and receipts visible for reference.
• Update your expense report, the editable form, open and ready for your changes.

Update the details

In the Update your expense report form, correct whatever the decline was about. You can change:

• Category, the benefit category the expense falls under.
• Expense Date, the date on the receipt.
• Company Name and Organization Number, the provider details.
• Receipt Cost and VAT, the amount and tax rate, with Cost Before VAT filled in for you.

As you edit, a cost breakdown updates live so you can see what your benefit allowance covers and what, if anything, falls outside it.

Fix the receipts

If a wrong or unreadable receipt was the problem, swap it out in the same form:

• Under Check files to remove, mark any file you want to delete from the report.
• Under Add files, drag in a clearer or correct receipt (JPG, PNG, or PDF, up to 10 MB each).

Submit your changes

When the details and receipts are right, select Submit adjustments. This sends the report back through the full review process:

• The status returns to Pending.
• The previous reviewer decisions and any earlier AI decision are cleared, so the report starts review fresh.
• If your company uses AI receipt review, the report may be evaluated again automatically.
• Your HR team is notified that you submitted updates so they can continue the review.

You will see a confirmation that your updates were sent back for review. The resubmission is recorded in the report's activity timeline, so the full history stays in one place.

Edit a report sent back for changes

A request for changes is not the same as a decline. When a reviewer needs something corrected before they can approve your expense, they send it back instead of declining it. The report keeps its history and shows the status Changes requested, and you get an email titled Your expense report needs changes. You fix it in the same report, the same way you would a declined one, but the review continues where it left off rather than starting over.

Open the report

Find the report under My Benefits, where it shows the Changes requested status, and open it. At the top you see a Changes requested on this expense notice with the reviewer's instruction: "Apply what the reviewer asked for, then submit the expense again for review." If the request came from CLVR's receipt check rather than a person, the instruction carries a small AI badge.

Below the notice, the report opens as two panels:

• Original Expense Report: the details and receipts as you first submitted them, for reference.
• Update your expense report: the form where you make your changes. This panel is open by default.

Make your changes

In Update your expense report you can adjust any of these fields:

• Category
• Expense Date
• Company Name (the provider)
• Organization Number
• Receipt Cost
• VAT rate, with Cost Before VAT calculated for you

Change only what the reviewer asked for. As you edit the Receipt Cost or Category, a live cost breakdown updates underneath so you can see what your benefit allowance covers, any tax-free amount, and anything that would fall outside your remaining balance before you submit.

To swap a receipt for a clearer version, tick the file you want to take off the report under Check files to remove (a cross appears over it to confirm), then drop the replacement into Add files. New files appear under New files before you submit. A report must always keep at least one receipt.

Submit your adjustments

When the form reflects what the reviewer asked for, select Submit adjustments. CLVR confirms with "Your updates were sent back for review." and the report:

• returns to the Pending status,
• marks the reviewer's change request as resolved, and
• continues through the same review it was already in.

Your HR team is notified that you updated the report, so the review can pick up where it left off. Many wellness (friskvård) expenses clear automatically again within seconds.

Cancel a pending report

If you uploaded the wrong receipt or changed your mind, you can cancel an expense report yourself, as long as it is still waiting for review. Cancelling deletes the report and its receipts and returns your benefit allowance to what it was before the upload. Once a reviewer has acted on the report, the option goes away and your HR team handles it instead.

When you can cancel

You can cancel only while the report is still Pending and no reviewer has made a decision yet. The cancel option appears inside the report only when both are true:

• The report status is Pending (submitted, waiting for the first review).
• No reviewer has approved, declined, or requested changes.

As soon as anyone in the approval flow acts on the report, the status moves to Approved, Declined, or Changes requested, and the cancel option disappears. At that point a declined report can be resubmitted and one sent back for changes can be edited, as above; otherwise contact your HR team if you need it undone.

Cancel the report

Cancelling is permanent and cannot be undone: the report and its uploaded receipt files are deleted, the amount reserved against your benefit allowance is released, and the report no longer appears in your expenses list. If you still want to claim the expense afterwards, upload it again as a new report.

Why was my expense declined

When an expense report is declined, CLVR keeps it so you can see exactly why and decide what to do next. Nothing is deleted: you open the report, read the reason the reviewer (or AI) left, and either fix the issue and send it back for review, or get in touch with your HR team.

Find the report under My Benefits, where every expense you have submitted is listed with its status. A declined report shows the Declined status. Open it and you see a red This expense has been rejected notice at the top, with a short summary line: Rejected on [date]. The notice is where every detail about the decision sits:

• If a reviewer declined it, the reason they typed when declining appears inside the red notice. A short message is required when someone declines, so there should always be something to read.
• If more than one reviewer declined, their reasons are listed together.
• If AI declined it, a separate block inside the notice shows the AI decision, with a line like AI declined this expense with 90% confidence, a few bullet points explaining the decision, and any extra note the AI added.

A Declined report is a final decision on this submission. It is different from Changes requested, where a reviewer sends the report back with instructions and asks you to update it (see "Edit a report sent back for changes" above).

The exact wording is in your decline notice, but the usual causes are:

• The activity or item is not eligible. Wellness (friskvård) covers things like a gym membership or subscription, not single visits, personal training, supplements, equipment, or food bought at the gym. An expense for something the benefit does not cover is declined.
• The receipt is missing details or hard to read. A receipt that does not clearly show the provider, the amount, or the date can be declined.
• No proof of payment. If it is not clear that you actually paid, the reviewer may decline.
• The receipt does not match the details entered. When the amount, provider, or VAT on the report does not match the receipt, that is often a reason too.

If you can act on the feedback, open the report and select Edit and Resubmit as described above. If you disagree with the decision, or the reason is not clear, contact your HR team. They can look at the report with you and explain or revisit the decision.

Troubleshooting

• There is no decline reason shown. A reviewer can decline without leaving a note. Reviewers must add a short message when declining, so a reason is almost always there. If you genuinely see none, ask your HR contact before resubmitting.
• The activity should be covered. Categories are set by your employer. If you believe an eligible expense was declined, contact your HR team.
• I cannot submit my changes. Make sure a Category and Expense Date are set, and that at least one receipt is still attached.
• A new file will not attach. Use a JPG, PNG, or PDF up to 10 MB.
• I do not see the editable form. Reopen the report from My Benefits: the Update your expense report panel only appears while the status is Declined or Changes requested.
• I need the reviewer's instruction again. It stays in the Changes requested on this expense notice at the top of the report until you resubmit.
• It is December and I cannot resubmit a wellness expense. Some wellness (friskvård) categories are blocked in December under the tax rules. Resubmit in January, or contact your HR team.
• It was declined again. Open the report once more, read the latest reason, and adjust again. There is no limit to fixing and resubmitting.
• There is no cancel button on my report. A reviewer has already acted on it, so it is no longer purely pending. Check the status badge: if it reads Approved, Declined, or Changes requested, the report has left the pending state. A Declined report can be resubmitted and one with Changes requested can be edited; otherwise your HR team needs to help.
• I cancelled the wrong report. Cancelling is permanent, so there is nothing to restore. Upload the receipt again as a new expense report.
• My allowance did not change after cancelling. Reopen My Benefits to refresh your remaining balance; the released amount returns once the page reloads.