Create an Expense
You can create expenses in Expensify by scanning a receipt, entering details manually, or tracking distance. Once created, expenses can be submitted to either a workspace (for business reimbursement) or an individual (for personal repayment).
When to submit an expense to a workspace
If you’re submitting business expenses, send them to a workspace. This ensures proper coding, review, and approval through your company’s configured workflow.
When to submit an expense to an individual
If you’re submitting expenses for a personal payment, you can send them directly. The person receiving the expense will be notified via email or text and can pay directly through Expensify. You can also send expenses within a 1:1 chat.
How to create an expense
You can create an expense by scanning a receipt, entering details manually, or tracking distance. The steps below walk you through each method so you can quickly capture and submit expenses for reimbursement or record-keeping.
How to use SmartScan to create an expense
On mobile:
- Tap the green camera icon and snap a photo of a receipt or upload one from your device’s gallery.
- Enter the workspace or recipient’s email/phone number.
- Add details like description, category, tags, and tax.
- Tap Create expense.
On web:
- Click the green scan button at the bottom of your screen.
- Drag and drop the receipt file to the page or click Choose files to upload.
- Enter the workspace or recipient’s email/phone number.
- Add details like description, category, tags, and tax.
- Click Create expense.
Other SmartScan methods:
- Forward your digital receipts to receipts@expensify.com.
- Text a receipt photo to 47777 (US numbers only). Make sure you add your phone number as a contact method to Expensify.
How to manually create an expense
- Click the ➕ Create button at the bottom of your screen.
- Select Create Expense then Manual.
- Enter the amount and currency, then click Next.
- Choose a workspace or an individual.
- Add details like description, category, tags, and tax.
- Click Create expense.
How to create a distance expense
- From the navigation tabs, click the grey + button.
- Select Track distance.
- Enter start and stop locations.
- (Optional) Add additional stops.
- Click Next.
- Choose the recipient and add expense details.
- Click Create expense.
How to scan multiple receipts (mobile only)
- On mobile, tap the green camera button.
- Tap the lightning bolt icon in the upper-right corner.
- Tap the green capture button to take a photo of each receipt.
- Once you’ve scanned all your receipts, tap the green arrow to confirm.
- Enter expense details for each receipt or tap Create expenses for automatic scanning.
How to bulk upload multiple receipts (web only)
- On the web, go to the Reports page.
- Drag up to 30 PDF or image files (under 10MB each) into Expensify.
- Follow the prompts to assign workspaces, recipients, and coding.
- Once the expenses are ready, click Create expenses.
What happens after submitting an expense to a workspace
- Expenses are automatically added to a report.
- Workspace rules check for violations or missing fields.
- Approvers are notified to review and approve.
- Reports can be submitted manually or automatically.
- Approved expenses are ready for payment.
- Connect your bank account to receive payment.
What happens after submitting an expense to an individual
- Expenses created and submitted to an individual are sent immediately.
- The recipient gets an email or text to review and pay the expense.
- You can chat with the recipient directly in Expensify.
- Connect your bank account to receive payments.
How to split a personal expense with multiple people
To split an expense with multiple individuals, start a group chat including each person you’re requesting money from. Once the chat is started, you can request their share of the bill directly in the chat.
How to start a group chat
- From the navigation tabs, click the + Create button.
- Select Start chat.
- Search for the person by name, email, or phone number.
- Send them a message to begin the conversation.
- Once a chat is started, follow the steps below to split the expense.
How to send a split expense in Expensify Chat
- In the chat thread, click the ➕ icon next to the message box.
- Select Split Expense.
- Upload a photo of your receipt, or manually enter the total bill amount.
- Click Next.
- Select the people you want to split the cost with. You can enter names, emails, or phone numbers.
- Click Next.
- (Optional) Add a reason for the request in the Description field.
- (Optional) If entering the amount manually, include the merchant and date of purchase.
- Click Split.
Each person will receive a notification via email or text with the request details. You can chat about the expense in Expensify Chat, and payments can be received via your Expensify Wallet or through other methods.
FAQ
What is Smart Receipt Detection?
Expensify uses AI to detect suspicious or non-human receipts:
- AI-generated receipts – We’ll flag receipts that appear to be artificially created.
- Prohibited expenses – If a receipt violates workspace rules, it will be flagged as soon as it’s submitted.
This feature helps prevent policy violations and ensures accurate expense tracking from the moment of upload.
Can I attach multiple receipts to one expense?
No. Only one receipt image is allowed per expense. Combine receipts into a single PDF or attach additional files to the report.
Can I edit an expense after submission?
Yes, as long as it hasn’t been paid. You can update fields like description or category, but not amount or date.
Why is the recipient marked as “Hidden”?
If you’re submitting to someone for the first time, their contact information will show as “hidden” until they respond.
How do I enable camera access for mobile browsers so I can take photos of my receipts?
Chrome:
- Go to Settings > Site settings > Camera > Allow for Expensify.
Safari:
- Tap aA > Website Settings > Camera > Allow, then tap Done and refresh the page.
