View and track your submitted expenses

Read each expense status, find and open a submitted expense, follow its activity timeline, tell current from past benefit periods, and search, sort, and export your list.

Every expense you submit in CLVR Benefits is listed in one place, each with a status badge that tells you where it stands in review. This guide explains what each status means, how to find and open a single expense, how to read its activity timeline, why your list splits into current and past benefit periods, and how to search, sort, and export it.

What each status means

Every expense carries a status badge. You see it on each row under My Benefits and again at the top of the expense when you open it. There are four statuses, plus an extra badge that can sit alongside them when part of the cost goes through payroll.

• Pending (orange): the expense has been submitted and is waiting for a decision. No reviewer has decided yet, so there is nothing for you to do but wait.
• Approved (green): the expense is cleared for reimbursement. This happens once every required reviewer has approved it, or when it was approved automatically.
• Changes requested (yellow): a reviewer needs something updated before they can decide. Open the expense, apply what they asked for, and submit it again.
• Declined (red): a reviewer declined the expense. You can open it to read the reason, fix the issue, and resubmit.

When an expense has more than one reviewer, CLVR combines their decisions into the single badge you see. If any reviewer declines, the status is Declined. If a reviewer asks for changes, it is Changes requested. It becomes Approved only once every reviewer has approved, and until then it stays Pending. Some wellness expenses are approved within seconds without a person reviewing them; those show as Approved with a small sparkle marked Reviewed by AI.

A yellow Payroll Deduct badge can appear next to the status. It means part of the receipt was not covered by your benefit budget, so that part is handled through your salary instead. You see it when the cost went above a tax-free wellness threshold, or above your remaining benefit balance. The status badge still reflects the review outcome on its own; the Payroll Deduct badge is just a heads-up that a portion will be settled in payroll, and the cost breakdown shows exactly which part.

Track a submitted expense

Open the menu item with your name, your My Benefits page. It lists every expense you have submitted, with the key facts on each row so you can check the outcome without opening anything:

• Submitted: the date you sent it in.
• Expense date: the date on the receipt.
• Type: how it reached the list, such as Expense Report for an uploaded receipt or Purchase for a benefit you bought.
• Category: the benefit category, with its icon.
• Amount: the total cost of the expense.
• Status: a coloured badge, one of Pending, Approved, Changes requested, or Declined.

If part of the cost is settled through your salary rather than your benefit allowance, the row also shows a Payroll Deduct badge next to the status.

Select any row to open that expense. The detail view brings together the report details (provider, expense date, and category), a Cost Summary card that breaks down what your benefit allowance covers, any tax-free threshold, and anything outside your remaining balance, an Attached Files card listing the receipt files you uploaded (select a file to open it in a new tab), and the Expense Timeline with the full history.

The activity timeline

The Expense Timeline keeps a running history of what happened to an expense, so you can trace the whole story from submission to the final decision without piecing it together from emails. Open any expense and the timeline sits alongside the details, each entry showing the date it happened and a short line describing the event.

Depending on the report, you may see:

• Submitted. The expense was created. The first event is always your submission, for example "You submitted the expense report."
• Feedback requested. A reviewer, or AI, asked for feedback or changes, with their message included.
• Resubmitted. You sent the expense back for review after making the requested changes.
• Approved, declined, or changes requested. A reviewer made a decision.
• AI approved or AI declined. When your company has automatic wellness (friskvård) checks turned on, an AI decision appears as its own entry. The AI can also ask for feedback.

Events are listed oldest first, top to bottom, so the timeline reads as a story: your submission at the top, then any feedback, your resubmission, and the final decision at the bottom. A brand-new expense, or one with no recorded activity yet, shows No events recorded yet. As soon as something happens, the first entry appears.

Current versus past benefit periods

On the My Benefits page, your expenses can appear in two separate tables: Current Benefits and Past Benefits. The split is based on your company's allowance period, so the page can show what counts against this period's allowance separately from older history.

Your company sets an allowance reset date. CLVR uses it to build a benefit period that runs for one year and ends on the next occurrence of that reset date. Everything inside that one-year window is your current period; anything before it is history. You do not set this date yourself, and it is the same for everyone at your company. If you are not sure when your allowance resets, ask your HR contact.

• Current Benefits holds expenses that fall inside the current period. These count against your remaining allowance, so this is the table to check when you want to see what you have used so far.
• Past Benefits holds expenses whose effective date falls before the current period started. It appears only once you have at least one expense from a previous period, so newer accounts will not see it at all.

CLVR places an expense by its effective date, not always the date you typed on the receipt. For most expenses the effective date is the expense date on the receipt; for an approved expense report it is the date it was completed (approved), so a report approved in the new period counts toward the new period. An expense can therefore sit in Current Benefits even if its receipt date is slightly before the period started.

A recurring benefit (one that renews on its own, rather than a one-off receipt you upload) is handled on its own and is not folded into either table. So if a recurring item is missing here, that is expected, not a fault.

Search and sort

Each table has its own search box, sortable columns, and pages, so you work with one period at a time.

Use the Search... box above a table to filter it as you type. The search matches the Category name and the Type of the expense (Purchase, Expense Report, or System). Matching is not case sensitive, and the table updates instantly. Use the clear (x) button in the search box to empty it again.

Select any column heading to sort by that column, and select it again to flip between ascending and descending. By default each table is sorted by Submitted, newest first, so your most recent expense is always at the top. When you have typed a search or changed the sorting, the Reset button (the circular arrow next to the search box) becomes active. Select it to clear the search and sorting and return that table to its default. Reset acts on one table at a time.

Each table shows up to 10 rows per page. When a table has more, page controls appear below it, and the two tables page independently. Your search, sorting, and page are kept while you stay on the page, so opening an expense and coming back leaves the list exactly as you left it.

Export to Excel

Each table has its own toolbar with an Export button, marked with a spreadsheet icon, that downloads what you see as an Excel (.xlsx) spreadsheet, so you can keep a copy, share it, or reconcile it against your own records. The Current Benefits table is always there; the Past Benefits table has its own separate Export button once you have expenses from earlier periods.

The export includes one row per expense with the same columns as the table on screen, Submitted, Expense date, Type, Category, Amount, and Status. The actions column (the row arrow you click to open an expense) is not part of the export.

The export is not a fixed dump of everything; it reflects the rows you have narrowed the table down to. If you typed something in the search box, only the matching rows are exported, any column filters you applied are respected, and the rows come out in the same sort order you set. To export everything in a table, clear the search box and reset any filters with the reset button, then export.

Troubleshooting

• I cannot find a recent expense. Check both tables: a receipt dated in an earlier period lands under Past Benefits, not Current Benefits. The two tables search independently, so try the same search in the other one.
• My search returns nothing. Search matches the category name and the type only, not the amount or the date. Sort by Amount or Expense date instead, or clear the search and scan the list.
• The list looks rearranged. You have sorted or searched it. Select Reset to put it back to Submitted, newest first.
• I do not see a Past Benefits table. That is normal until you have an expense from a previous period. Until then, only your current expenses show.
• An expense is in the wrong table. Check its Expense date, and for an expense report its approval date, against your company's reset date. The effective date, not the receipt date alone, decides the table.
• A recurring benefit is not listed here. Recurring benefits are kept separate from these two tables by design. Check your benefit overview, or contact your HR team.
• The status is Declined. Open the expense to read the reviewer's reason in the timeline, fix the issue, and resubmit. There is no need to start over.
• The status is Changes requested. Open the expense, read the requested change in the timeline, update the report, and submit it again.
• It says Approved but I expected money back. Approved confirms the review outcome. If your budget already covered the cost, there is nothing to reimburse separately. Check the Cost Summary to see what was covered.
• A part of my expense shows Payroll Deduct. That amount was above your tax-free threshold or your remaining balance, so it is settled through your salary. Open the expense and check the Cost Summary to see the split.
• The exported file has fewer rows than I expected. A search term or filter is still active. Clear the search box and use the reset button, then check the row count in the Export tooltip before exporting again.