Covered in this Article:
- Let SmartScan do the Work for You
- Creating Expenses Manually
- Editing Imported and Manually Created Expenses
- Merge Two Expenses
- Split Imported and Manually Created Expenses
- Designating Expenses as Billable and/or Reimbursable
- Deleting and Undeleting an Expense
Let SmartScan do the Work for You!
Nobody likes typing or waiting for scans to finish; just scan it and forget it! The best and easiest way to use Expensify is by using SmartScan on our mobile app. SmartScan will read the receipt image and create the expense for you! You can learn more about our SmartScan feature here.
Creating Expenses Manually
To add a Cash or Mileage expense click the New Expense dropdown on the Expenses page, choose your expense type, and select whether or not the expense will be created from a receipt image.
If you choose to create an expense from a receipt image, you’ll be able to select the image file from your computer you wish to upload.
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 document (receipt image) and append any necessary description. Once you've added all your details, Save your expense.
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 the “+” icon (top-right corner), tap Expense, and choose whether you’re making an expense with or without a receipt. You will have an option for a Distance or Time expense as well.
If you choose to add an expense from a receipt image, you’ll simply snap a photo of the receipt and we’ll do the rest. If you’re making an expense without a receipt, or you want to add a receipt later, enter your expense details and Save.
Editing Imported and Manually Created Expenses
Editing an expense will allow you to change its 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, click any non-editable field on the expense line item to open the expense editor.
Edit Multiple Expenses
You can edit multiple expenses at once by selecting the check boxes next to the expenses you wish to edit and clicking Edit Multiple at the top of the page. This will bring up an editor that will allow you to select the changes you want to apply to multiple expenses.
The Expense Editor
The expense editor allows you to change all aspects of your expense. Whether it's setting the date, changing the currency, adding a tag, or providing a description, 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 unsubmitted expense and simply edit any of the details within the expense.
Merge Two Expenses
Note: merging an expense cannot be undone!
The merge expense function allows you to merge two expenses into one. This functionality 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: on the web app
To merge two expenses from the Expenses page, first check the box next to the two expenses you wish to merge, then Merge.
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 then 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 image, card, merchant, category, and more.
Merging Two Expenses (on the mobile app)
When you are fixing violations and see "Potential duplicate expense detected", tap Resolve Now to take a closer look.
The below screen will display. Tap Merge Expense, and you're done! If the expenses exist on two different reports, you will be asked which report you'd like the newly created single expense to be reported onto.
Split Imported and Manually Created Expenses
Note: splitting an expense cannot be undone!
Splitting an expense will allow you to create multiple expenses from a single expense or receipt. Each split can be categorized and tagged individually. The same receipt image 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, click an expense and then More Options at the bottom of the screen. Next, use the Split button to split the expense.
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 Settings > Your Account >Expense Rules > create an Expense Rule > put a period “.” in the “When the Merchant” name contains box. Then, choose Billable. If you want this to apply to all past expenses, 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 Settings > Your Account > Credit Card Import > Settings next to the card in question.
Click the toggle for Reimbursable, then Save.
To have manually created expenses default as Reimbursable, follow the same process as above for billable expenses (under "Defaulting All Expenses as Billable") and choose Reimbursable.
To mark an expense as billable or reimbursable on the mobile app, simply tap the billable or reimbursable toggle button within an expense.
Deleting and Undeleting an Expense
Deleting an expense on the website:
Simply go to the Expense page and select the expenses that you want to delete. Next, you’ll use the red trash can icon at the top right of your screen to move the expenses under the Deleted filter.
- You cannot delete expenses that have been placed on a submitted or closed report. These are “locked in”. In this case, you will need to either retract/reopen the report or have it rejected back to you from your approver in order to remove the expense.
- You also cannot delete expenses from a corporate card that has been assigned to you by a group policy admin if the liability is set to "Corporate Liability".
- You cannot delete expenses created in the account of another submitter, unless they first grant you Copilot access to their account.
Undeleting an expense on the website:
Keep in mind that deleting an expense will not permanently delete it from your account, and it will exist under the Deleted filter. In order to locate deleted expenses, use the Show Filters option, then check the box for Deleted to filter in deleted expenses.
To undelete the expense, check the box next to it and then Undelete. This will bring the expense back into the Unreported expenses.
Deleting an expense on mobile:
Swipe to the left to see the "delete" button appear (on iOS) or press and hold, then "delete" (Android).
- Keep in mind that any expenses you delete will just go to the Deleted Expenses list. You can always Undelete from this section if needed (on the website only, refer to above screenshot), which will bring your expense back to Unreported Expenses