Create a new expense receipt, or use Quick Add to capture a receipt. You can also copy an existing expense and modify it as needed.

1. Select Employee Tools > Expenses.
2. To create a new expense receipt, select New Expense Receipt.

   This opens the Edit Expense Receipt page where you can add expense receipt details, or save required header information and add details at a later time. To enter header information:

   1. Enter a Receipt Description and Total Amount (both fields are required before saving).
   2. Select Save.

      After saving, the Edit window for a new expense item automatically opens at the bottom of the page. This only happens on the initial save after creating a new expense receipt and entering header details.

   3. Enter values in the fields for the expense item and Save Changes.
3. To capture a receipt and basic information for your expense receipt, select the Quick Add button.
   Tip: On a mobile device or tablet, you will see a dollar sign icon in the navigation bar on the main page of the portal. This icon functions the same as the Quick Add button.
   When you select Quick Add, you can:

   • Select a receipt to upload into your expense receipt. The image must be a PNG or JPEG file format.

     Note: PDFs are not currently supported but will be introduced in a future release.

     With Auto Expense enabled:

     If your admin has enabled the Auto Expense feature in Quick Add, the portal will use AI Optical Character Recognition (OCR) to read the receipt and extract data from the image.

     • Once this process completes, you receive a bell notification in the navigation bar. Select the notification to open the new expense receipt. If you open the expense receipt before processing completes, the auto-filled header fields will not be editable until the process finishes.

     • The extracted data automatically populates the following receipt header fields: Transaction Date, Vendor, Total Amount, and Receipt Description.

       Tip: With Auto Expense enabled, Quick Add uses the actual transaction date printed on the receipt. If the OCR cannot identify the transaction date on the receipt, the portal will default to the current date and time for the expense entry. You can edit this date as needed.

     The Auto Expense OCR feature does not work if the receipt is blurry or torn. If there is an issue with OCR, the feature defaults to the standard Quick Add functionality.

     With standard Quick Add functionality:

     The receipt image uploads to the expense receipt, and the Description defaults to Quick Add at [time] and the Transaction Date is the current date.

   • Edit the expense receipt information, or save the information to edit at a later time. You can edit expenses as long as they have not been submitted for approval.

4. If you have expense receipts that are very similar, you can copy details from an existing expense receipt to a new receipt.
   1. In your list of Receipts Pending Submission, locate the receipt that you want to copy and edit.
   2. In the line for that receipt, select the dropdown arrow next to the Edit button, and then select Copy Receipt.

      

   3. A pop-up window opens, prompting you to confirm your action. Select Continue in this pop-up window to copy the expense receipt.

      The new receipt displays in your list of Receipts Pending Submission with the title Copy of [name of receipt that was copied] (for example, Copy of Lunch with Team). Select Edit for this receipt to modify expense details as needed.