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 expenses on your Me page 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

Select your first name in the top navigation to open your Me page. Under My expenses, find the report in the year of its expense date, with the Declined status, and click it. It opens in a panel beside the page, showing:

• The original details (amount, expense date, category) and the receipt.
• The Approval card, which ends at the step that declined it, with who declined it, when, and the reason they gave as a comment under the step.

Read the reason carefully so your changes actually address it. If CLVR's receipt check declined it rather than a person, the Approval card shows an AI review step that declined it. For where the reason lives and the common causes, see "Why was my expense declined" in the troubleshooting section below.

Start your changes

At the bottom of the panel, a card reads "This expense was declined. If you can act on the feedback, update the report and send it for review again." Select Edit and Resubmit there. The Update your expense report form opens in its place, and the original details and receipt stay visible above it for reference.

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 shows as a short line under Submitted in the report's Approval card, 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. Without an approval flow, the review continues where it left off rather than starting over. If your company's approval flow reviews it, approval starts again from the first step when you resubmit, and the Approval card says so while it waits for you. Approvals already given stay on the card.

Open the report

Open your Me page. Under My expenses, the report is pinned at the top under Needs your changes, with the reviewer's comment, who wrote it and when, and an Edit and Resubmit button. Select Edit and Resubmit to open the report in the panel beside the page.

The top of the panel reads "[reviewer] asked for changes on [date]", with their comment and "Update the expense below and send it in again." If the request came from CLVR's receipt check rather than a person, it reads "AI asked for changes". Further down, the Update your expense report form is open for your changes, with the original details and receipt above it for reference.

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 expenses on your Me page, where every expense you have submitted is listed with its status. A declined report shows the Declined status. Open it and the Approval card ends at the step that declined it, with who declined it and when:

• If a reviewer declined it, the reason they typed when declining shows as a comment under that step. A short message is required when someone declines, so there should always be something to read.
• If AI declined it, the card shows an AI review step that declined it.

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 expenses: the Update your expense report form appears while the status is Changes requested, and on a Declined report once you select Edit and Resubmit.
• I need the reviewer's instruction again. It stays at the top of the panel, and under Needs your changes in My expenses, 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. Reload your Me page to refresh your remaining balance; the released amount returns once the page reloads.