Create an expense

Expenses can be created through SmartScanning a receipt, emailing a receipt, tracking distance, and manually creating an expense.

They can be submitted to an individual or a workspace. Before we outline the steps to create an expense, let’s go over the reasons to send an expense to an individual or a workspace.

Sending an expense to an Individual

If you use Expensify for personal use, submitting to an individual is likely best.

Once the expense is created, you will see the option to send it to an email or phone number. Alternatively, add an expense to a chat, which will go straight to the person you are chatting with.

When an expense is submitted to an individual’s email or phone number, the payor will receive an email or text notification with the amount that needs to be paid. They can click on the amount in the email or text to pay the expense.

Submit an expense to a workspace or employer

If you are an employee or a workspace member, you should submit the expense to the workspace instead of an individual. A workspace is designed to code expenses to the company’s requirements.

When an expense is submitted to a workspace, your approver will receive an email or text notification prompting them to approve and pay it.

How to Create an Expense

SmartScan a receipt

  1. Click the Global Create button and select Submit Expense.
  2. Click Scan.
  3. You can drag and drop the receipt into Expensify or click Choose File to select it from your saved files. The SmartScan process will auto-populate the merchant, date, and amount.
  4. Enter the desired workspace or an individual’s email or phone number to receive the expense report.
  5. Add a description, category, tags, or tax as desired or as required by your workspace.
  6. (Optional) Enable the expense as billable if it should be billed to a client.
  7. Click Submit expense.
  1. ​​Tap the Global Create button and select Submit Expense.
  2. Tap Scan.
  3. Tap the green button to take a photo of a receipt, or tap the Image icon to upload a receipt from your phone. The SmartScan process will auto-populate the merchant, date, and amount.
  4. Enter the desired workspace or an individual’s email or phone number to receive the expense report.
  5. Add a description, category, tags, or tax as desired or as required by your workspace.
  6. (Optional) Enable the expense as billable if it should be billed to a client.
  7. Tap Submit expense.

Click Global Create Click Submit expense Click Scan Enter workspace or individual's name

You can also forward receipts to receipts@expensify.com using your primary or secondary email address. SmartScan will automatically extract all the details from the receipt and add them to your expenses.

Manually add an expense

  1. Click the Global Create button and select Submit Expense.
  2. Click Manual.
  3. Enter the currency and amount.
  4. Click Next.
  5. Enter the desired workspace or an individual’s email or phone number to receive the expense report.
  6. Add a description, category, tags, or tax as desired or as required by your workspace. Click Show More to see all coding options.
  7. (Optional) Enable the expense as billable if it should be billed to a client.
  8. Click Submit.
  1. Tap the Global Create button and select Submit Expense.
  2. Tap Manual.
  3. Enter the currency and amount.
  4. Tap Next.
  5. Enter the desired workspace or an individual’s email or phone number to receive the expense report.
  6. Add a description, category, tags, or tax as desired or as required by your workspace. Tap Show More to see all coding options.
  7. (Optional) Enable the expense as billable if it should be billed to a client.
  8. Tap Submit.

Create a distance expense

  1. Click the Global Create button and select Submit Expense.
  2. Click Distance.
  3. Click Start and enter the starting location of your trip.
  4. Click Stop and enter the ending location of your trip.
  5. (Optional) Click Add Stop to add additional stops, if applicable. Drag and drop on the parallel lines (=) to reorder the stops if needed.
  6. Tap Next.
  7. Enter the desired workspace or an individual’s email or phone number to receive the expense report.
  8. Add a description, category, tags, or tax as desired or as required by your workspace. Click Show More to see all coding options.
  9. (Optional) Enable the expense as billable if it should be billed to a client.
  10. Click Submit.
  1. Tap the Global Create button and select Submit Expense.
  2. Tap Distance.
  3. Tap Start and enter the starting location of your trip.
  4. Tap Stop and enter the ending location of your trip.
  5. (Optional) Tap Add Stop to add additional stops, if applicable. Drag and drop on the parallel lines (=) to reorder the stops if needed.
  6. Tap Next.
  7. Enter the desired workspace or an individual’s email or phone number to receive the expense report.
  8. Add a description, category, tags, or tax as desired or as required by your workspace. Tap Show More to see all coding options.
  9. (Optional) Enable the expense as billable if it should be billed to a client.
  10. Click Submit.

How to Delete an Expense

  1. Click Search > Expenses and locate your expense.
  2. Click the checkbox next to the expense(s) you wish to delete.
  3. Click # selected in the top right corner.
  4. Choose Delete.
  5. Confirm that you wish to delete it by clicking the red Delete button in the popup.
  1. Tap Search.
  2. Tap and hold on the expense you wish to delete.
  3. Tap # selected.
  4. Tap Delete.
  5. Confirm that you wish to delete it by clicking the red Delete button in the popup.

Next Steps for expenses sent to an Individual

  • Expenses submitted to an individual are instantly sent.
  • The payer will receive an email or text prompting them to review and pay the expense.
  • You can chat with the paying individual in Expensify.
  • Make sure to connect your personal bank account to receive payment.

Next Steps for expense sent to a workspace

  • Expenses submitted to a workspace are automatically added to a report and checked for violations or inconsistencies.
  • You can view the details and status of the expense on the Search tab.
  • Workspace settings determine the frequency of report submission. However, if the report is ready for early submission, you can manually submit a report for approval.
  • Once a report is submitted, your approver will get an email or text to review and pay the expense.
  • If changes are required, you will receive a notification to fix the expense and resubmit.
  • You will also be notified once your approver approves or denies your expenses.
  • Make sure to connect your personal bank account to receive payment.
FAQ

Can I divide a payment between multiple people?

Yes, you can split an expense in a group chat.

Can I change an expense once I’ve submitted it?

Yes, you can edit an expense until it is paid. When an expense is submitted, the details can be edited except for the amount and date.

What are expense reports?

In Expensify, expense reports group expenses in a batch to be paid or reconciled. When a draft report is open, all new expenses are added to it.

Once a report is submitted, you can track the status from the Search section. Click the View button for a specific expense or expense report. The status is displayed at the top of the expense or report.

How can I enable camera permission for a website on mobile browsers?

Google Chrome:

  1. Open Chrome.
  2. To the right of the address bar, tap More icon > Settings.
  3. Tap Site settings > Camera.
  4. Tap to turn the microphone or camera on or off.
    • If you find the site you want to use under Blocked, tap the site > Allow.
  5. Refresh the site.

Safari:

  1. Open Safari.
  2. To the left of the address bar, tap More icon > Site settings > Camera.
  3. Tap Allow to grant permission.
  4. Tap Done.
  5. Refresh the site.

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