How to Use Reports in KleerCard

Overview

KleerCard Reports give you comprehensive, persistent visibility into your organization's spending. You can build custom reports that pull data from charges, bills, and reimbursements, and filter results by account, cardholder, date range, and custom segments. Reports are designed to help admins track budgets and share spending visibility with department heads, budget owners, and other team members.

 

Who Can Use Reports

Admin Users have full access to create, edit, duplicate, and delete any report in the company. They can view all reports across three tabs: All Reports (every report in the company), My Reports (reports they created), and Shared With Me (reports explicitly shared with their account).

 

Standard Users can only see reports that have been explicitly shared with them. They can view report details but cannot create, edit, or delete reports.

 

How to Access Reports

Click the Reports tab in the left-hand navigation of your KleerCard dashboard. The Reports page displays all reports available to you, including the report description/budget amount, who it is shared with, who created it, and when it was last modified. Click any report to view its detail page.

 

How to Build a Report (Admins Only)

Only Company Admins can create and edit reports. To create a new report, go to the Reports page and click the New Report button in the top-right corner. You can also duplicate an existing report by selecting Duplicate from the three-dot action menu next to any report — this creates an independent copy with the current configuration.

 

Step 1: Enter Report Details

Give your report a Name (required) and an optional Description such as the budget amount (e.g., "Budget of $50,000"). You can also select which users to share the report with — you can choose multiple users. These settings can be updated at any time.

 

Step 2: Configure Filters

Filters control what data appears in the report. You can combine multiple filters to precisely define the scope of your report. Available filters include:

• Start Date — defaults to January 1, 2025 if left empty
• End Date — defaults to end of next month if left empty
• Cardholder — filter by one or more cardholders (select multiple)
• Account — filter by one or more expense accounts (select multiple)
• Segments 1-5 — filter by custom segment values (select multiple; only active segments are shown)

Note: If a filter type is left empty, it applies no restriction (e.g., no cardholder selected means all cardholders are included). Reports use AND logic between different filter types and OR logic within the same filter type. For example, selecting two accounts will show transactions from Account A OR Account B, while selecting both an account and a cardholder will show transactions that match BOTH criteria.

 

Step 3: Save and View Your Report

Click Save to save your report. You will be taken to the Report Detail View, which displays your report's total spend, a spend-over-time chart showing both cumulative and monthly spend, and a detailed transaction table. The report includes all charges, bills, and reimbursements (completed — not pending/draft) that match your filter criteria. Report data updates every hour, and transactions are only included through 11:59 PM EST of the previous day. To edit the report at any time, click the Edit button in the top-right corner of the Report Detail View.

 

How to Share a Report

Reports can be shared with other active users in your company. To share a report, you have two options:

• From the Reports list: Click the Add button in the Shared With column next to the report. A dropdown will appear where you can select one or more users to add.
• From the Report Edit screen: Use the "Users to share with" field when creating or editing a report to specify who can view it.

Important: Reports can only be shared with active users within your company. Reports cannot be shared with external users or anyone outside your organization.

 

Downloading Report Data

From the Report Detail View, you can export the transaction data by clicking the Download CSV button in the top-right corner. This exports all transactions displayed in the report table in a spreadsheet-compatible format.

 

Understanding Data Freshness

It's important to understand when report data is updated:

• Report Data Sync: Report data updates every hour to reflect new transactions and modifications.
• Transaction Cutoff: Reports only include transactions through 11:59 PM EST of the previous day. Today's transactions will not appear until tomorrow.
• Modification Sync: Changes to existing charges, bills, or line items (including vendor names and account names) will appear in reports within 60 minutes of being saved.

Frequently Asked Questions

I modified a charge or bill — why don't I see the changes in the report?

Reporting data is not real-time. It will be updated within one hour of a charge, bill, or line item being modified. Please wait up to 60 minutes and then refresh your report.

 

Where are the transactions from today?

Reports only include transactions through 11:59 PM EST of the previous day. Today's transactions will appear in reports starting tomorrow.

 

I shared a report with a team member but they can't see it

Standard users only see reports explicitly shared with them in their "Shared With Me" view. Make sure the user's account is active and that the report has been shared with their specific user account. You can verify this by checking the "Shared with" list on the report.

 

My report shows different totals than I expected

Reports use AND logic between different filter types and OR logic within the same filter type. For example, if you select 2 cardholders and 2 accounts, the report will show transactions where (Cardholder = Cardholder 1 OR Cardholder 2) AND (Account = Account 1 OR Account 2). Verify that your filter combinations are configured correctly and that your date range covers the expected time period.

 

Can I filter by merchant or specific cards?

Not currently. Merchant filtering and card-specific filtering are not available at this time. Reports filter by cardholder, account, segments, and date ranges only.

 

What happens to my report if I delete a value it was filtering by?

If a value (such as an account or segment) is deleted from your company, any existing reports filtering by that value will continue to show historical transactions using that value. However, you will not be able to configure new reports using the deleted value.

 

Why can't I see all reports in the company?

Only Admin users see all company reports by default in the "All Reports" tab. Standard users only see reports that have been explicitly shared with them. If you believe you should have access to a report, contact your company admin.

 

Why can't I create or edit a report?

Only Admin users can create and edit reports. Standard users have view-only access to reports shared with them and cannot make changes. If you need to create a report, you'll need Admin access — contact your account administrator.

 

Can I share a report with someone outside my company?

No. Reports can only be shared with active users within your company. External sharing is not currently supported. To share report data externally, you can download the report as a CSV and share that file.

 

Troubleshooting

Report Returns Zero Results or Unexpected Results

1. Check filter combinations — overly restrictive filters (many AND conditions) may exclude all transactions. Try removing filters one at a time to identify the issue.
2. Verify date range — ensure your start and end dates cover the period you expect. Remember that the start date must not be after today or after the end date.
3. Check transaction dates — reports only include transactions through 11:59 PM EST of the previous day. If you're looking for today's transactions, they won't appear until tomorrow.

Report Not Updating with Recent Changes

1. Check timing — changes to existing transactions take up to 1 hour to appear in reports. Wait at least 60 minutes and then refresh the report.
2. Verify transaction date — reports do not show transactions for the current day. If you made a change today, the updated data will not appear until tomorrow.

User Can't Access a Shared Report

1. Verify user status — the user must have an active account in the system. Deactivated users automatically lose access to shared reports.
2. Check share list — confirm the user is included in the "Shared With" list on the report. Open the report and look at the "Shared with" indicator or go to Edit to verify the list of users.

Graph or Totals Don't Match Expectations

1. Review filter logic — confirm you understand AND/OR combinations. Multiple accounts or cardholders use OR logic between them; different filter types (e.g., accounts + cardholders) use AND logic between them.
2. Check date boundaries — the end date defaults to the end of next month if not specified. Verify your date range is set correctly for the period you want to track.
3. Confirm transaction status — only completed transactions appear in reports. Pending or draft charges will not be included until they are completed.

Still Need Help?

If you have questions, feedback, or need assistance with Reports, contact the KleerCard support team at support@kleercard.com. You can also use the Get Assistance link in the lower-left corner of your KleerCard dashboard.