Advice and answers from the Expensify Team

Let SmartScan Do The Work For You!

Nobody likes typing or waiting for scans to finish; just scan it and forget it! SmartScan will read the receipt and create the expense for you! You can learn more about our SmartScan feature here.

Create Expenses Manually

To add a Cash or Milage expense click the "New Expense" button on the Expenses page or in any dialog where you are viewing expenses. 

Add individual expenses

If there’s just one purchase that needs to be recorded in detail, use the “Expense” tab seen below to add a merchant, categorize the expense, attach a receipt and append any necessary comments. When all of the details are added, click “Save”

To learn how to create time expenses or mileage/GPS expenses, we cover this in our article for GPS and Mileage expenses.

To add expenses on the mobile app, you can tap 'New' or the '+' in your Expenses tab and then select the type of expense you want to create. You will have an option for a 'Manual Expense', 'Distance', and 'Time.' From there, simply add the details of your transaction and save. 

Editing Imported and Manually Created Expenses

Editing an expense will allow you to change it’s name and any other details of the purchase. For example, sometimes the transactions we import directly from a credit card have too much information and you may want to remove the extra information. Editing expenses is also helpful when you need to split the expense.

Similarly, if you make repeat purchases that must be formatted in a specific way, rules for recurring expenses can be created based on your edits.

Edit the details of Expenses

Edit expense details in line

Or, hover over an expense and select the edit icon to bring up the expense editor

The Expense Editor

The expense editor allows you to change all aspects of your expense. Whether its setting the date, changing the currency, adding a tag, or providing a comment, this is where you do it. The expense editor is also where you will go when you need to split an expense.

To edit expenses on the mobile app, tap on any expense and simply edit any of the details within the expense. 

Merge Two Expenses

The merge expense function allows you to merge two expenses into one. This feature is typically used when the same expense is accidentally entered more than once. The merge expense function does not add two expenses together, but rather combines various components of two expenses into one new expense. While you can merge a cash expense and a credit card expense, two expenses that are imported from a credit card cannot be merged with each other. 

Initiating an Expense Merge

To merge two expenses from the Expenses page, first check the box next to the two expenses you wish to merge, then click the merge button. 

To merge expenses from within a report, click the pencil-shaped edit expenses icon. Then check the boxes next to the expenses you would like to merge and click "merge". 

Merge Expense Dialogue

Within the merge expense dialogue you'll be able to choose which aspect of each of the two expenses you would like to be used on the resulting expense. This includes the receipt, card, merchant, category, and more. 

Note: Merging expenses is currently only available through the desktop version.

Split Imported and Manually Created Expenses

Note: splitting an expense cannot be undone!

Splitting an expense will allow you to create multiple expenses from one transaction/receipt. Each split can be categorized and tagged individually. The same receipt will be attached to each split. For example, if a given hotel expense on your credit card is made up of the hotel cost, room service, and laundry service, you can split the expense into multiple pieces in order to categorize accordingly. 

Triggering the Split Expense Dialogue

The split expense dialogue can be opened both from the Expenses page and from the expense editor within an individual expense. 

Using the Split Expense Dialogue

Within the split expense dialogue you can choose how many pieces you would like to split the expense into. The total of each piece must add up to the original expense amount. Each split can be categorized and tagged individually. 

To split an expense on the mobile app, go into an expense and tap the 'Split' button. 

Designating Expenses as Billable and/or Reimbursable

Setting Expenses as Billable

Defaulting All Expenses as Billable

If you want all of your expenses to default as Billable, go to Personal Settings > Expense Rules > create an Expense Rule > put a period “.” in the When the Merchant name contains box. Then, choose “Yes” for Billable. If you want this to apply to all past expenses as well, check the box for “apply to matching past expenses”.

Marking Expenses as Reimbursable

Defaulting Expenses as Reimbursable

In order to default expenses from a specific credit card or bank as Reimbursable, go to Personal Settings > Credit Cards > click “edit” next to the card in question. Then, check the box for “Reimbursable”. 

To have manually created expenses default as Reimbursable, follow the same process as above for billable expenses and choose “Yes” for Reimbursable. 

To mark an expense as billable on the mobile app, simply tap the billable toggle button within an expense. 

Did this answer your question?