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Create an expense report from a card transaction (Inbox users)
Create an expense report from a card transaction (Inbox users)

How to create expense reports from your Expend card or connected card transactions using the new Inbox feature

Updated over a week ago

When you pay with your Expend card or connected card, a new item appears in your Inbox (showing Transaction and Not Expensed). With all the transaction details already captured by Expend, it’s simply a matter of clicking this Inbox item to create an expense.

In the web app

  1. Click the transaction in the Inbox.

  2. Upload the receipt using the Upload new documents box. If you’ve previously uploaded the receipt, you can select it from the list below. You can also upload further documents as attachments if necessary.

  3. To extract details from the receipt, click the Extract button.

    • If the line items shown aren't what you expect, ensure that the correct Total amount and Tax amount are entered, and then click Re-calculate.

    • To update the line items on your expense with the details extracted, click Update line items. (Note that you can undo this on the expense afterwards, but once you've made further changes, undo is no longer possible.)

  4. Edit the line items: Specify the category and tax type (if needed), and optionally provide additional details such as tracking information and a note.

    • Click Tracking groups to show or hide the relevant tracking groups.

    • Click Table view to open and edit the line items in a tabular format. Click Save when you are finished.

    • In the table view, click the ⿲ button on the right to select which tracking groups to show.

  5. If the transaction included items from different categories or for different clients or projects, you can split the expense into multiple lines: Click Add Split and edit the amount and other details for each line. To remove items, click the 🅧 button.

  6. Click Save or Save + Submit. Your expense report is now ready.

Create an expense from an existing financial document

You can also create an expense report directly from a receipt or invoice that you have uploaded or emailed to Expend. When the document arrives in Expend, a new item appears in your Inbox (showing Financial Document and Not Expensed).

Note: We call this a “financial document” as it contains details such as the supplier, amount, items purchased, and tax.

  1. Find and click the financial document in the Inbox.

  2. Select the payment method. If you used an Expend card or connected card, select the transaction from the dropdown list.

  3. Ensure that the tax amount is correct. If you need to make changes, click the lock icon in either of the amount fields.

  4. To complete your expense, follow the same steps as above, from step 3.

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