You can create and submit claims for expenses that you paid for with your own funds or means other than your Expend card. If the items that you paid for in the transaction belong to different categories or projects, you can create separate lines for these.

Creating an expense on the web dashboard

  1. Click My Expenses in the menu on the left, click + New Expense at the top right of the page, and select Create an Expense.

  2. Select how you paid for the expense and click + Create Expense.

  3. Enter the Supplier/Merchant name, transaction Currency, and transaction Date.

  4. Provide the expense item’s details: enter the Amount, select the category and tax type, and optionally provide additional details such as tracking information and a note.

  5. Optional: To add more items, click Add Split. To remove items, click the 🅧 button. 

  6. To add attachments such as a copy of the receipt, click the upload area on the right and select the files (or simply drag and drop files here). You can add as many attachments as necessary.

  7. Click Save, or click Save + Submit if your expense is ready to be reviewed.

Creating an expense in the Expend mobile app

When creating an expense claim in the Expend mobile app, you can let Expend extract the details from a receipt or invoice, or you can enter all the details yourself.

You'll be asked to select Receipt or Invoice. Here’s what to choose:

  • Receipt: The item has already been paid for and you have a receipt for the payment.

  • Invoice: The item still requires payment and you have an invoice. In this case, you should specify that you haven't paid yet when prompted, and set a due date.

Option 1: Let Expend extract the details for you

Expend can extract the expense details from a document you scan or upload. Keep in mind that you can still make changes to the expense that is created.

  1. Tap Expenses, tap the ➕ button, and select Receipt or Invoice.

  2. Take a picture of the document (your receipt or invoice). You can also upload a photo from your device by tapping the button on the bottom left.

  3. If you are satisfied with the image, tap Use Image. If necessary, you can use the Retake, Crop, or Rotate tools to adjust your image.

  4. When prompted, select your payment method, select an expense category, and then click Next.

  5. Confirm that the total amount and total tax matches what is shown on the document; if not, you can edit the amounts. You can also opt to itemise the document (see below for more details). If everything looks correct, tap Next.

  6. On the draft expense claim or invoice that is created, check the details and make any changes that are necessary.

  7. To finish, tap the button in the top right corner and select Save (to save as a draft) or Save & Submit (to submit the expense for review).

Itemise document: By default, we create an expense with a single item, based on the total shown on the document. If your document has multiple items and you want the expense to have a separate line item for each, select the “Itemise document” checkbox in step 5.

Option 2: Enter the expense details manually

  1. Tap Expenses, tap the ➕ button, and select Receipt or Invoice.

  2. On the next screen, tap the Skip button on the bottom right.

  3. Select your payment method.

  4. Enter the Supplier name and select the transaction Date and Currency.

  5. Enter the Amount and Category. This will automatically set the Tax Type, but you can change this if necessary.

  6. Optional: Enter a note in the Description field. Tap the arrowhead below this field to add additional tracking information such as Client, Job Number, and so forth.

  7. To add more items, tap Add Split. To remove items, tap the red 🅧 button.

  8. To add attachments such as a copy of the receipt, tap an empty part of the screen to dismiss the keyboard, then tap ➕ and select what you want to attach.

  9. To finish, tap the button in the top right corner and select Save (to save as a draft) or Save & Submit (to submit the expense for review).

Submitting a claim for review

If you chose Save when creating your expense claim, this only created a draft expense, and you still need to submit your claim for review.

  • On the dashboard: Go to My Expenses, click on the expense and click Submit in the top right corner.

  • In the Expend app: On the Expenses screen, find the expense and tap on it to open it, tap the check mark in the far right corner, and tap Save & Submit.

After submitting the claim, you can still make changes until it has been reviewed. However, you can no longer delete the claim unless you withdraw it from review.

Updating a claim

You can make changes to a claim until it has been approved or rejected.

  • On the dashboard: Open the expense, click Edit in the upper right corner, make the necessary changes, and click Save.

  • In the Expend app: On the Expenses screen, tap the expense to open it, make the necessary changes, and tap the check mark in the upper right corner.

Deleting a claim

You can delete a claim if it hasn’t been submitted for review.

  • On the dashboard: from My Expenses, open the claim, click Edit in the upper right corner, click Delete, and confirm.

  • In the Expend app: On the Expenses screen, swipe from right to left on the expense and tap the red 🅧 button.

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