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 The amount of cash you have withdrawn with your Expend card is shown as Outstanding Cash on your Expenses screen.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  • You can only report cash expenses if you have withdrawn money using your Expend card.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.

On the web dashboard

  1. Click My Expenses
  2. Under Outstanding Cash, find the right currency and click Report Cash Expense.
  3. Enter the supplier/merchant name and transaction date.
  4. Provide the expense item’s details: enter the amount and select the category, and, if necessary, tap Show More and provide additional details such as tracking information or 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 Upload Receipt(s) and select the file. You can add as many attachments as necessary.
  7. Click Save.
  8. If the expense is ready to be reviewed, click Submit.

In the Expend app

  1. Tap Expenses.
  2. Under Outstanding Cash, select the currency for the expense.
  3. Select the date and enter the supplier/merchant name.
  4. Provide the expense item’s details: enter the amount, select the category and tax type, optionally provide additional details such as tracking information or a note.
  5. Optional: To add more items, tap the ➕ button and tap Expense Line. To remove items, click the red trash icon.
  6. To add attachments such as a copy of the receipt, click the ➕ button and select the item you want to attach.
  7. If the expense is ready to be reviewed, tap the Ready for Review checkbox.
  8. Click Save.

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

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