Allow admins to attach receipts to approved expenses

[dukenv0307]

Explanation of Change

Allow WS admin to attach/update receipt

Fixed Issues

$ #100459
PROPOSAL:

Tests

Precondition: Have a WS: User A is admin, User B is submitter

Test case 1:

1. User B submits an expense
2. User A approves an expense
3. After approving, user A can attach a receipt

Test case 2:

1. User B submits an expense with a receipt
2. User A approves an expense
3. After approving, User A can change the receipt

• Verify that no errors appear in the JS console

Offline tests

Same as above

QA Steps

Same as above

• Verify that no errors appear in the JS console

PR Author Checklist

• I linked the correct issue in the ### Fixed Issues section above
• I wrote clear testing steps that cover the changes made in this PR
  • I added steps for local testing in the Tests section
  • I added steps for the expected offline behavior in the Offline steps section
  • I added steps for Staging and/or Production testing in the QA steps section
  • I added steps to cover failure scenarios (i.e. verify an input displays the correct error message if the entered data is not correct)
  • I turned off my network connection and tested it while offline to ensure it matches the expected behavior (i.e. verify the default avatar icon is displayed if app is offline)
  • I tested this PR with a High Traffic account against the staging or production API to ensure there are no regressions (e.g. long loading states that impact usability).
• I included screenshots or videos for tests on all platforms
• I ran the tests on all platforms & verified they passed on:
  • Android: Native
  • Android: mWeb Chrome
  • iOS: Native
  • iOS: mWeb Safari
  • MacOS: Chrome / Safari
• I verified there are no console errors (if there's a console error not related to the PR, report it or open an issue for it to be fixed)
• I followed proper code patterns (see Reviewing the code)
  • I verified that any callback methods that were added or modified are named for what the method does and never what callback they handle (i.e. toggleReport and not onIconClick)
  • I verified that comments were added to code that is not self explanatory
  • I verified that any new or modified comments were clear, correct English, and explained "why" the code was doing something instead of only explaining "what" the code was doing.
  • I verified any copy / text that was added to the app is grammatically correct in English. It adheres to proper capitalization guidelines (note: only the first word of header/labels should be capitalized), and is either coming verbatim from figma or has been approved by marketing (in order to get marketing approval, ask the Bug Zero team member to add the Waiting for copy label to the issue)
• If a new code pattern is added I verified it was agreed to be used by multiple Expensify engineers
• I followed the guidelines as stated in the Review Guidelines
• I tested other components that can be impacted by my changes (i.e. if the PR modifies a shared library or component like Avatar, I verified the components using Avatar are working as expected)
• If any new file was added I verified that:
  • The file has a description of what it does and/or why is needed at the top of the file if the code is not self explanatory
• If a new CSS style is added I verified that:
  • A similar style doesn't already exist
  • The style can't be created with an existing StyleUtils function (i.e. StyleUtils.getBackgroundAndBorderStyle(theme.componentBG))
• If new assets were added or existing ones were modified, I verified that:
  • The assets are optimized and compressed (for SVG files, run npm run compress-svg)
  • The assets load correctly across all supported platforms.
• If the PR modifies code that runs when editing or sending messages, I tested and verified there is no unexpected behavior for all supported markdown - URLs, single line code, code blocks, quotes, headings, bold, strikethrough, and italic.
• If the PR modifies a generic component, I tested and verified that those changes do not break usages of that component in the rest of the App (i.e. if a shared library or component like Avatar is modified, I verified that Avatar is working as expected in all cases)
• If the PR modifies a component related to any of the existing Storybook stories, I tested and verified all stories for that component are still working as expected.
• If the PR modifies a component or page that can be accessed by a direct deeplink, I verified that the code functions as expected when the deeplink is used - from a logged in and logged out account.
• If the PR modifies the UI (e.g. new buttons, new UI components, changing the padding/spacing/sizing, moving components, etc) or modifies the form input styles:
  • I verified that all the inputs inside a form are aligned with each other.
  • I added Design label and/or tagged @Expensify/design so the design team can review the changes.
• I added unit tests for any new feature or bug fix in this PR to help automatically prevent regressions in this user flow.
• If the main branch was merged into this PR after a review, I tested again and verified the outcome was still expected according to the Test steps.

Screenshots/Videos

Android: Native

Android: mWeb Chrome

iOS: Native

iOS: mWeb Safari

MacOS: Chrome / Safari

Screen.Recording.2026-09-04.at.22.28.15.mov

Screen.Recording.2026-09-04.at.22.36.07.mov

[melvin-bot]

@ChavdaSachin Please copy/paste the Reviewer Checklist from here into a new comment on this PR and complete it. If you have the K2 extension, you can simply click: [this button]

[dukenv0307]

@ChavdaSachin could you please review this PR?

[arosiclair]

LGTM so far

[github-actions]

🚧 flaviadefaria has triggered a test Expensify/App build. You can view the workflow run here.

[flaviadefaria]

Looking good to me too!

[dukenv0307]

@ChavdaSachin kindly bump

[ChavdaSachin]

Reviewer Checklist

• I have verified the author checklist is complete (all boxes are checked off).
• I verified the correct issue is linked in the ### Fixed Issues section above
• I verified testing steps are clear and they cover the changes made in this PR
  • I verified the steps for local testing are in the Tests section
  • I verified the steps for Staging and/or Production testing are in the QA steps section
  • I verified the steps cover any possible failure scenarios (i.e. verify an input displays the correct error message if the entered data is not correct)
  • I turned off my network connection and tested it while offline to ensure it matches the expected behavior (i.e. verify the default avatar icon is displayed if app is offline)
• I checked that screenshots or videos are included for tests on all platforms
• I included screenshots or videos for tests on all platforms
• I verified that the composer does not automatically focus or open the keyboard on mobile unless explicitly intended. This includes checking that returning the app from the background does not unexpectedly open the keyboard.
• I verified tests pass on all platforms & I tested again on:
  • Android: HybridApp
  • Android: mWeb Chrome
  • iOS: HybridApp
  • iOS: mWeb Safari
  • MacOS: Chrome / Safari
• If there are any errors in the console that are unrelated to this PR, I either fixed them (preferred) or linked to where I reported them in Slack
• I verified proper code patterns were followed (see Reviewing the code)
  • I verified that comments were added to code that is not self explanatory
  • I verified that any new or modified comments were clear, correct English, and explained "why" the code was doing something instead of only explaining "what" the code was doing.
  • I verified any copy / text that was added to the app is grammatically correct in English. It adheres to proper capitalization guidelines (note: only the first word of header/labels should be capitalized), and is either coming verbatim from figma or has been approved by marketing (in order to get marketing approval, ask the Bug Zero team member to add the Waiting for copy label to the issue)
• If a new code pattern is added I verified it was agreed to be used by multiple Expensify engineers
• I verified that this PR follows the guidelines as stated in the Review Guidelines
• I verified other components that can be impacted by these changes have been tested, and I retested again (i.e. if the PR modifies a shared library or component like Avatar, I verified the components using Avatar have been tested & I retested again)
• If a new component is created I verified that:
  • A similar component doesn't exist in the codebase
  • All props are defined accurately
  • The component has a clear name that is non-ambiguous and the purpose of the component can be inferred from the name alone
  • The only data being stored in the state is data necessary for rendering and nothing else
  • The component has the minimum amount of code necessary for its purpose, and it is broken down into smaller components in order to separate concerns and functions
• If a new CSS style is added I verified that:
  • A similar style doesn't already exist
  • The style can't be created with an existing StyleUtils function (i.e. StyleUtils.getBackgroundAndBorderStyle(theme.componentBG)
• If the PR modifies code that runs when editing or sending messages, I tested and verified there is no unexpected behavior for all supported markdown - URLs, single line code, code blocks, quotes, headings, bold, strikethrough, and italic.
• If the PR modifies a generic component, I tested and verified that those changes do not break usages of that component in the rest of the App (i.e. if a shared library or component like Avatar is modified, I verified that Avatar is working as expected in all cases)
• If the PR modifies a component related to any of the existing Storybook stories, I tested and verified all stories for that component are still working as expected.
• If the PR modifies a component or page that can be accessed by a direct deeplink, I verified that the code functions as expected when the deeplink is used - from a logged in and logged out account.
• If the PR modifies the UI (e.g. new buttons, new UI components, changing the padding/spacing/sizing, moving components, etc) or modifies the form input styles:
  • I verified that all the inputs inside a form are aligned with each other.
  • I added Design label and/or tagged @Expensify/design so the design team can review the changes.
• For any bug fix or new feature in this PR, I verified that sufficient unit tests are included to prevent regressions in this flow.
• If the main branch was merged into this PR after a review, I tested again and verified the outcome was still expected according to the Test steps.
• I have checked off every checkbox in the PR reviewer checklist, including those that don't apply to this PR.

Screenshots/Videos

Android: HybridApp

Android: mWeb Chrome

iOS: HybridApp

iOS: mWeb Safari

MacOS: Chrome / Safari

Screen.Recording.2026-09-10.at.4.36.23.PM.mov

Screen.Recording.2026-09-10.at.4.37.48.PM.mov

[flaviadefaria]

@ChavdaSachin can we finish getting this reviewed today?

[ChavdaSachin]

LGTM ✅

[github-actions]

🚧 arosiclair has triggered a test Expensify/App build. You can view the workflow run here.

[OSBotify]

✋ This PR was not deployed to staging yet because QA is ongoing. It will be automatically deployed to staging after the next production release.

[github-actions]

🧪🧪 Use the links below to test this adhoc build on Android, iOS, and Web. Happy testing! 🧪🧪
Built from App PR #100460.

Android 🤖	iOS 🍎
https://ad-hoc-expensify-cash.s3.us-east-1.amazonaws.com/rock-artifacts/ad-hoc/rock-android-Adhoc-59273b0-f885917-4471d9a93490e94783daa98605601b168940b058/index.html	https://ad-hoc-expensify-cash.s3.us-east-1.amazonaws.com/rock-artifacts/ad-hoc/rock-ios-device-AdHoc-59273b0-f885917-3205af0d3dc69aa6fa73ac7a3cd61410d3450e40/index.html

Web 🕸️
https://100460.pr-testing.expensify.com

---

👀 View the workflow run that generated this build 👀

[OSBotify]

🚀 Deployed to staging by https://github.com/arosiclair in version: 9.4.76-0 🚀

platform	result
🕸 web 🕸	success ✅
🤖 android 🤖	success ✅
🍎 iOS 🍎	success ✅

[MelvinBot]

🤖 Yes — help site changes are required. Draft PR: #100903

This PR lets a Workspace Admin attach or replace a receipt on an expense in an Approved report without unapproving it. Three help articles currently state the opposite, so they're now wrong:

Article	What was wrong
Attach and edit receipts on expenses	"Edit a receipt in an Approved or Paid report: Requires the report to be unapproved first"
Edit Expenses	"Expenses on Approved reports must be unapproved before they can be edited" — no receipt exception
Managing Expenses in a Report	Same, plus "Approved and Paid reports are locked for editing"

What the docs now say: a Workspace Admin can attach or replace a receipt on an Approved report without unapproving. Deleting a receipt still requires unapproving (isDeleteAction is excluded), Paid/reimbursed reports are unchanged (!isSettled), and submitters and approvers still need the report unapproved.

Evidence and verification

The gate is src/libs/ReportUtils.ts:5520:

const isAdminChangingReceiptOnApprovedReport = isAdmin && fieldToEdit === CONST.EDIT_REQUEST_FIELD.RECEIPT && !isDeleteAction && !isSettled(moneyRequestReport);

isAdmin is the policy role check, so this is Workspace Admins only — not the approver, and not the submitter. That's why the docs scope the exception to admins.

I ran a dev build of this branch on web to confirm the UI labels used in the new steps. As a Workspace Admin on an approved, receiptless expense, the receipt panel still renders the Add a receipt drop zone (tooltip Upload receipt), the report status reads Approved, and the nav tab is Spend. The replace-an-existing-receipt path couldn't be driven end to end because the browser automation can't complete a native file picker — that path is covered by the unit tests you added in tests/unit/canEditFieldOfMoneyRequestTest.ts.

One thing worth a second look: canEditReceipt in MoneyRequestReceiptView.tsx:247 also gates the Add additional receipt icon, so admins likely get that on Approved reports too. I didn't document it as a separate capability since I couldn't verify it — flag it if you want it called out.

@dukenv0307, please review the linked help site PR and confirm it reflects the current behavior. Then mark the linked help site PR Ready for review

[OSBotify]

🚀 Deployed to production by https://github.com/mountiny in version: 9.4.76-1 🚀

platform	result
🕸 web 🕸	success ✅
🤖 android 🤖	success ✅
🍎 iOS 🍎	success ✅

Bundle Size Analysis (Sentry):

• Android