Add an expense
You can add an expense automatically with SmartScan or enter the expense details manually.
SmartScan a receipt
You can upload pictures of your receipts to Expensify and SmartScan will automatically capture the receipt details including the merchant, date, total, and currency.
- Click the Expenses tab.
- Click the + icon in the top right and select Scan receipt.
- Upload a saved image of a receipt.
You can use the Expensify mobile app to take a picture of your receipts and SmartScan will automatically capture the receipt details including the merchant, date, total, and currency.
- Open the mobile app and tap the camera icon in the bottom right corner.
- Upload or take a photo of your receipt.
- To upload a photo of a receipt you have saved on your phone, tap the photo icon in the left corner.
- To take a photo, tap the camera icon in the right corner to select the mode, make sure all of the transaction details are clearly visible,and then take the photo.
- Normal Mode: Upload one receipt.
- Rapid Fire Mode: Upload multiple receipts at once.
You can open any receipt and click Fill out details myself to add or edit the merchant, date, current, total, description, category, or add attendees for group expenses. You can also add the expense to a report, determine if it is a reimbursable expense, or split the expense if multiple expense categories are included on one receipt.
For iPhones: You can also hard press the Expensify app icon on your phone to open a shortcut that automatically opens the camera to SmartScan a receipt.
Email a receipt
You can also email receipts to SmartScan by sending them to receipts@expensify.com from an email address tied to your Expensify account (either a primary or secondary email). SmartScan will automatically pull all of the details from the receipt, fill them in for you, and add the receipt to the Expenses tab on your account.
For copilots: To ensure a receipt is routed to the Expensify account you are copiloting instead of your own account, email the receipt to receipts@expensify.com with the email address of the account you are copiloting as the subject line of the email.
Add an expense manually
- Click the Expenses tab.
- Click the + icon in the top right.
- Select the type of expense.
- Manually create: Manually enter receipt details.
- Scan receipt: Upload a saved image of a receipt.
- Create multiple: Manually enter multiple expenses at once.
- Time: Create an expense based on hours.
- Distance: Create an expense based on distance.
- Manually Create: Manually enter the distance details for the expense.
- Create from Map: Enter the start and end destination and Expensify will help you create a receipt for the trip.
- Click Save.
- Tap the ☰ menu icon in the top left.
- Tap Expenses.
- Tap the + icon in the top right.
- Tap the correct expense type and enter the expense details.
- Manually create: Manually enter receipt details.
- Time: Enter work time and rate.
- Manually create (Distance): Manually enter trip details by total distance.
- Odometer: Manually enter trip details by start and end odometer readings.
- Start GPS: Track distance while using the Expensify app to automatically calculate the distance in real time during the trip.
- Tap Save.
If you are an employee under a company workspace, you may not see all of the different expense type options depending on your company’s workspace settings.
FAQs
What’s the difference between a reimbursable and non-reimbursable expense?
- Reimbursable expenses are things that you pay for with your own money that the company has agreed to pay you back for (like business travel paid for with personal funds).
- Non-reimbursable expenses are things you pay for with company money that need to be documented for accounting purposes (like a lunch paid for with a company card).
If you are an employee under a company workspace, your expenses may automatically be configured as reimbursable or non-reimbursable depending on the details that are entered. If an expense is incorrectly labeled, you must reach out to an admin to have it corrected.
