Admin Tips & Tricks: Advance Your Program - Reporting

Erica Brown · Dec 7, 2025

Advance Your Travel and Expense Program

As your organization evolves, so should the way you manage spend. Concur offers powerful tools beyond travel and expense that can help you drive greater visibility, accuracy, and control across your business. In this collection of articles, find expert-backed tips to help you take advantage of capabilities like audit rules, mileage tracking, pre-spend approvals, and data-driven reporting. Whether you’re aiming to catch errors before they become issues or streamline how employees request and track spend, these insights are designed to help you elevate your travel and spend management strategy.

In this section, you will find peer and expert-sourced guidance on the following topics:

Reporting

Create a “Custom Field” cheat sheet

Some reports can be challenging to interpret because your Custom Field labels (often cost centers, divisions or departments) don’t appear—instead you’ll see their generic field label (e.g. custom20). Get old school and keep a “cheat sheet” handy so you know which Custom Field belongs to which values. You can also pull the Configuration Report which shows the generic field label and what you customized it to.

Control data access in data warehouse

Limit data access in the SAP Concur solutions data warehouse among your employees:

Professional: SAP Concur solutions can set up a reporting hierarchy (for example, Finance/Accounting do not need any limits, whereas another team or business area may need access to reporting, but not need to see data for the entire organization) or can use BI Manager Permission (may need to be configured by SAP Concur solutions).
Standard: Use BI Manager Permission to limit data (however Cognos roles have no limit on the data the user can see).

Use Concept Mapping to set up spend categories

If enabled, Concept Field Folders (like department, cost center, business unit, division, or project) can help you analyze spend in more meaningful ways. Once set up in Administration > Expense Admin or Invoice > Map Concept Fields, these fields will appear in the data warehouse and can be used to build reports or track spending by specific business categories.

Find the right report and build reports quickly

Rely on the reporting catalogue to get previews and specs on reports before you go through the trouble of guessing which one you need. Always start from an existing report too—it’s easier than building one from scratch! Pick a very short amount of time as a sample and start with your own data so you can recognize what each field represents.

Optimize your reporting

Use the Optimize SAP Concur Reporting document to get the most value from your SAP Concur solution.

Access your Insights dashboard

The App Center Insights dashboard uses your organization’s data to indicate if an App Center partner integration could help you save money, create a better user experience, or solve operational challenges. Ask your SAP Concur account team to share this report with you today. The report also includes the potential ROI if you use a partner solution.

Automate email alerts (Intelligence required)

Email alerts deliver reports embedded within the email—not sent as attachments—for easy review. Make real-time decisions based on pre-defined data triggers, such as card spend or percentage to budget.

Distribute reports to stakeholders with Report Bursting (Intelligence required)

Report Bursting allows a user to easily distribute the contents of a report to a group of individuals, helping with user communications, adoption, and compliance. Every recipient receives only the information from that report appropriate to their situation. First, you build a report to be bursted, then schedule it. Consider working with Consultative Intelligence or purchasing a custom report for complex queries.

Use Report Bursting for end-users and travelers

Consider using Report Bursting as a communication tool to reach your end-users. Deliver automated reports to employees embarking on travel in areas that might need a VISA or have special travel restrictions. Another example is for users who are entering expenses for the first time or after a long hiatus to remind them of policy timelines or tips. Reports like these can improve user satisfaction and drive adoption and compliance.

Executive Overview Premium dashboard (Intelligence required)

This dashboard focuses on the five key areas of interest for finance and expense managers: operations, spend management, commodity management, administration, and departmental review. Use this dashboard to continuously keep your finger on the pulse of your program.

Department Manager persona dashboard (Intelligence required)

This dashboard provides quick access to data relevant to department managers. See what needs attention and use interactive components to drill down into the new detail reports. Located in the Persona Dashboards tab.

Determine what internet browsers your employees use

Users by Browser is available to all admins working with the Concur Expense, Request, Invoice, and/or Travel products. This report allows the admin to download a CSV file that includes a listing of employees who have logged in and their browser type. Administration > Company > Users by Browser.

Authorized Approver Details report (Intelligence required)

The Authorized Approver Details report helps you monitor groups and approval limits associated with your Authorized Approvers and Cost Object Approvers. Select the type for options associated with this level of the hierarchy. Find it in the Administration folder.

Schedule a report to run each month for last month’s data

In the report studio, use a pre-defined filter “Last Month” in the data warehouse (e.g. Sent for Payment date) to build your report. Then you can schedule a report (click on the calendar icon) by day, week, month or more. This can help you (or those you configure to email) keep on top of a specific business metric.

Track unexpected expenses for better insights

Track the direct impact of unusual events on your business using Concur Expense to gather intelligence on what to expect when the unexpected happens. For example, if you incur costs related to a canceled conference, a weather-related disruption, or an urgent response situation, you can:

Create a project code to track affected expenses like travel or cancellation fees
Have employees add a relevant keyword (e.g., “Storm Response”) in the Business Purpose field
Set up a unique department or cost center to isolate and analyze related spend

Monitor and improve cashflow

Use these reports to monitor your cashflow if you ever need to increase and ensure control over employee spend:

Expense Accrual by Date Range
Missing Receipt Audit
Top Spenders by Employee
Workflow Cycle Times Details