Attach and edit receipts on expenses
Make sure your receipts are attached correctly to individual expenses for audit and accounting compliance. This guide explains how to attach, verify, and troubleshoot receipts in New Expensify — and when to use report comments for additional documentation.
How to Attach and Verify Receipts on Expenses
Who can attach receipts to an expense
- Attach or replace a receipt: The member who created the expense, or a Workspace Admin.
- Edit a receipt in an Approved or Paid report: Requires the report to be unapproved first (see below).
Where to Attach Receipts for Audits and Exports
Receipts must be attached directly to the expense to be visible in:
- Audit trails
- Accounting exports
- PDF reports
Attaching receipts in the report comment thread does not link them to any expense and will not meet audit or export requirements.
How to Attach a Receipt to an Expense
On web:
- Open the expense.
- Click the green + on the receipt icon.
- Click Choose file to add the receipt image file.
On mobile:
- Open the expense.
- Click the green + on the receipt icon.
- Take a photo or upload a file from your device image gallery.
How to replace an existing receipt
On web:
- Open the expense and click on the receipt image.
- Click the three dots > Replace.
- Click Choose file to add the receipt image file.
On mobile:
- Open the expense and tap the receipt image.
- Tap the three dots > Replace.
- Take a photo or upload a file from your device image gallery.
When to Use Report Comments for Supporting Documentation
Each expense can only have one receipt attached. If you have additional documents, like an itemized breakdown or supporting files, you can add those in the report comments.
Examples:
- Attach the credit card receipt to the expense (shows the total, tip and payment method).
- Add the itemized receipt in the report comments (shows specific items ordered).
- Upload contracts, invoices, or confirmations that support reimbursed expenses.
Reminder: Only receipts attached to the expense count for audits, exports, and compliance.
How to Fix a Missing or Misplaced Receipt
If a receipt was added to the report comments instead of the expense:
- Download the file from the comment.
- Open the relevant expense.
- Click the green + on the receipt icon.
- Click Choose file to add the receipt image file.
How to Edit Receipts in Approved or Paid Reports
Approved and Paid reports are locked for editing. To make changes:
- (Admins only) Open the report.
- Click More > Cancel Payment (if Paid).
- Then click More > Unapprove.
- The member can then click More > Undo Submit.
- Now the expense and receipt can be updated.
Note: If the report was exported to accounting, delete the export before resubmitting.
FAQ
Why isn’t my receipt showing on the expense?
It was likely uploaded in the report comments. Receipts must be attached directly to the expense to appear properly.
Can I attach one receipt to multiple expenses?
No. Each expense must have its own receipt. You can upload the same file more than once if needed.
Can someone else upload a receipt to my expense?
Only the expense creator or a Workspace Admin can attach a receipt an expense.
Will auditors see receipts added in report comments?
No. Receipts in the comments section are considered supplemental and are not included in audits, exports, or downloadable reports.
Can I attach both the card and itemized restaurant receipts?
Yes. Attach the card receipt to the expense itself, and upload the itemized receipt in the report comments as supporting documentation.
