Create an expense claim

You can create and submit claims for expenses that you paid 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.

On the web dashboard

  1. Click My Expenses, and then click New Expense Claim.
  2. Enter the supplier/merchant name, transaction currency, and transaction date.
  3. Provide the expense item’s details: enter the amount, select the category and tax type, optionally provide additional details such as a note.
  4. Optional: To add more items, click Add Split. To remove items, click the 🅧 button. 
  5. 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.
  6. Click Save.
  7. If your expense is ready to be reviewed, click Submit.

In the Expend app

  1. Tap Expenses, tap the ➕ button, and then tap Claim Expense (Own Funds).
  2. Select the transaction date and currency, and enter the supplier/merchant name.
  3. 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.
  4. Optional: To add more items, tap the ➕ button and tap Expense Line. To remove items, click the red trash icon.
  5. To add attachments such as a copy of the receipt, click the ➕ button and select the item you want to attach.
  6. If the expense is ready to be reviewed, tap the Ready for Review checkbox.
  7. Click Save.

Submit a claim for review

  • On the dashboard: Open the claim and click Submit in the top right corner.
  • In the Expend app: Open the claim, tap the Ready for Review checkbox so that it’s selected, and tap Save.

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

Update a claim

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

Update the claim details 

  1. Open the claim and click Edit.
  2. Make your changes and click Save.

Add a line item

  1. Open the claim and click Edit.
  2. Click Add Split and enter the details.
  3. Click Save.

Delete a line item

  1. Open the claim and click Edit.
  2. Go to the item you want to remove and click the 🅧 button.
  3. Click Save.

Add attachments

To add another attachment, open the claim, click Upload Receipt(s) below the existing attachments, and select the file to attach.

Delete a claim

You can delete a claim if it hasn’t been submitted for review. Open the claim, click Edit in the top right corner, click Delete, and confirm.

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