Adding Attendees

Adding attendees to an expense shows who participated in a meal, meeting, or event. Expensify automatically splits the total cost across all attendees, making it easier to track per-person spending and stay within company limits.

Who can add attendees to an expense

All members can add attendees to their own expenses.

How to add attendees to an expense

1. From the navigation tabs (on the left on web, and at the bottom on mobile), go to Reports > Expenses.
2. Open the expense and click Attendees.
3. Select attendees from Recents, Contacts, or enter a name, email, or phone number.
4. Select each attendee to add a checkmark next to their name.
5. Click Save.

The selected attendees are added to the expense.

What happens after you add attendees to an expense

• The total expense is automatically split evenly across all attendees
• The per-attendee amount updates instantly on the expense
• If your Workspace has per-attendee category limits, adding attendees can reduce the per-attendee amount and help resolve limit violations
• Approvers can review attendee details during the approval process
• All attendee changes are recorded in the expense history for auditing

How to view attendees on a report

When any expense in a report has attendees, the report automatically shows two additional columns:

• Attendees: displays the attendees added to each expense.
• Per attendee: shows the total amount divided equally among all attendees.

These columns appear in both the report and search results.

FAQ

Is there an audit trail for attendee changes?

Yes. Expensify automatically records all attendee updates in the expense history. These system records cannot be edited.

Can I edit attendees on an expense before it’s submitted?

Yes. Open the expense, click Attendees, update the list, and click Save.