There are occasions when the only way to pay for an expense is with cash. On these occasions, you can withdraw money with your Expend card and then report a cash expense. The amount of cash you have withdrawn with your Expend card is shown as Outstanding Cash on your Expenses screen.
Reporting cash expenses
Before you start, please note:
You can only report cash expenses if you have withdrawn money using your Expend card. The sum of cash withdrawals is shown under Outstanding Cash above of your other expenses.
When you save your expense report, the amount is deducted from your Outstanding Cash.
You can only report cash expenses after the date that the feature became available to Expend customers.
In the web app
Click My Expenses.
Under CASH SUMMARY, find the right currency and click Report Cash Expense.
Enter the supplier/merchant name and transaction date.
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.
Optional: To add more items, click Add Split. To remove items, click the 🅧 button.
To add attachments such as a 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.
Click Save. If the expense is ready to be reviewed, click Submit.
Inbox users
Open the sidebar menu, go to AT A GLANCE at the top, and click the Outstanding Cash balance for the currency in which the payment was made.
Alternatively:
Click + New Expense at the top of the page.
In Payment Method, select “Expend Card Cash”.
In Currency, select the appropriate currency.
Enter the Supplier name and transaction date.
Provide the expense item’s details: enter the Amount, select the Category and Tax rate, and optionally provide additional details such as tracking information and a note.
Optional: To add more items, click Add Split. To remove items, click the 🅧 button.
To add attachments such as a receipt, click the area under Upload new documents and select the files (or simply drag and drop files here). You can also select an existing document below.
Note: You can also start with this step and click Extract to extract details from the receipt automatically. For detailed steps, see Expense Claims.
Click Save. If the expense is ready to be reviewed, click Submit.
In the Expend mobile app
The Inbox screen shows your Outstanding Cash balance. If you have withdrawn cash in different currencies, a separate Outstanding Cash balance is shown for each.
On the Inbox screen, tap the Outstanding Cash balance for the currency in which the payment was made.
Enter the supplier name and select the date.
Under Line Items, tap the default line item.
Enter the Amount and select the Category and Tax Type. Optionally enter a note and tap a tracking group to provide tracking information. Tap Save item.
Optional: To add another line item, tap Add Split and follow the steps above again. To remove an item, open it and tap Delete item.
To add attachments such as a receipt, tap Add document and take a photo or select a file from your device.
Note: You can also start with this step and click Extract to extract details from the receipt automatically. For detailed steps, see Expense Claims.
To finish, tap Save and select Save (to save as a draft) or Submit (to submit the expense for review).
You can also start by selecting a document in your Inbox.
On the Inbox screen, tap an item tagged
Receipt. (You can tap Documents at the top to show only these items.)On the next screen, select the appropriate Outstanding Cash balance.
Follow the prompts to extract data from the receipt, and then follow the same steps as above to complete the expense.
Returning cash to the company
If you still have cash left over after paying for an expense, and you won’t use any more of it to pay for company expenses, return it to the company to ensure that you don’t have any outstanding cash.
Administrators: Read about Returned Funds