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.
Creating an expense report
In the web app
Click the transaction in the Inbox.
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.
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.)
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.
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.
Click Save or Save + Submit. Your expense report is now ready.
In the mobile app
When you pay with your Expend card and you are signed in to the Expend app, you will receive a notification about the transaction. Tap this notification to open the app and immediately start completing the expense. You are prompted to take a photo, and then you can complete the rest of the details.
If you aren’t able to complete the expense right away, you can return to it when convenient. Just make sure you hang on to the receipt until you’ve been able to take a photo of it if necessary.
To raise an expense report in the Expend mobile app:
Tap Inbox and tap the transaction to open it.
To add attachments such as a copy of the receipt, tap the Add document button and select the item you want to attach.
Check the details extracted from the document.
Ensure that the Tax amount is correct.
You can choose the Itemise document option to create a separate line item for each line on the document.
If you are satisfied with the line items extracted, tap Apply lines. Otherwise, if you want to create the line items yourself, tap Skip.
Check and edit the line items:
To edit a line item, tap it and make the necessary changes, and then click Save item. You can change the category, tax type, add a note, and add any of the available tracking options.
To add a line item, tap Add split and enter the necessary details.
To remove a line item, tap it and then click Delete item.
To finish, tap the Save button and select Save (to save as a draft) or Submit (to submit the expense for review).
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 (in the web app) or Receipt (in the mobile app) and Not Expensed.
Note: We call this a “financial document” as it contains details such as the supplier, amount, items purchased, and tax.
In the web app
Find and click the financial document in the Inbox.
Select the payment method.
If the transaction was done using an Expend card or connected card, select the transaction from the dropdown list.
To complete your expense, follow the same steps as above, from step 3.
In the mobile app
Find and click the financial document in the Inbox.
If the transaction was done using an Expend card or connected card, select the transaction from the list. Otherwise, tap Create new and select the payment method.
To complete your expense, follow the same steps as above, from step 3.
Submitting an expense for review
In the web app:
Open the expense and click the Submit at the top.In the mobile app:
Open the expense, tap the Save button, and select Submit.
After submitting the expense, you can still make changes until it has been reviewed.
Updating an expense
You can make changes to an expense report until it has been approved or rejected.
In the web app:
Open the expense, make the necessary changes, and click Save.In the mobile app:
On the Inbox screen, tap the expense, make the necessary changes, and tap Save.