Creating an expense report

When you pay with your Expend card, we automatically create an expense report for you, with all the transaction details that we receive, such as the merchant/supplier and payment amount. All that is then left to do is to fill in any other details that are required and to attach a photo or copy of the receipt.

If you paid for multiple items from different categories or for different clients or projects in the same transaction, you can split the expense into multiple lines and specify the details for each line.

On the web dashboard

  1. Click My Expenses in the menu, and then find and click the expense.
  2. Select the category and tax type, and optionally provide additional details such as tracking information and a note.
  3. To add attachments such as a copy of the 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.
  4. 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.
  5. Click Save.
  6. If your expense is ready to be reviewed, click Submit.

In the Expend 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 complete an expense report in the Expend app:

  1. Tap Expenses and tap the expense to open it.
  2. To add attachments such as a copy of the receipt, tap the ➕ button and select the item you want to attach.
  3. Select the Category (the VAT rate will be selected automatically based on this).
  4. Optional: Tap Show More and enter client and tracking information and a note. You can also change the VAT rate.
  5. If the transaction included items from different categories or for different clients or projects, you can split the expense into multiple lines: Tap the ➕ button and tap Expense Line. and then edit the amount and other details for each line. To remove items, click the red trash icon.
  6. If the expense is ready to be reviewed, select the Ready for Review checkbox.
  7. Click Save.

Submitting an expense for review

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

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.

  • On the dashboard: Open the expense, click Edit in the upper right corner, make the necessary changes, and click Save
  • In the Expend app: On the Expenses screen, tap the expense to open it, make the necessary changes, and tap Save.
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