Expensify makes it easy to create expenses through SmartScanning a receipt, uploading manually, forwarding by email, or tracking distance. You can submit an expense to either an individual or a workspace, depending on how you’re using Expensify.

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When to Submit to an Individual

Use this option for personal payments. 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.

When to Submit 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.

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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.

Option 1: SmartScan a Receipt

1. From the left-hand menu, click the green + button and select Create expense.
2. Choose Scan.
3. Drag and drop the receipt or click Choose File to upload.
4. Enter the workspace or recipient’s email/phone number.
5. Add details like description, category, tags, and tax.
6. Click Create expense.

💡 Note: You can also forward receipts to receipts@expensify.com using a verified email address.

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Option 2: Manually Add an Expense

1. From the left-hand menu, click the green + button and select Create expense.
2. Select Manual.
3. Enter the amount and currency, then click Next.
4. Choose a workspace or an individual.
5. Add optional fields like category, tags, or description.
6. Click Create expense.

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Option 3: Create a Distance Expense

1. From the left-hand menu, click the green + button and select Create expense.
2. Select Distance.
3. Enter start and stop locations.
4. (Optional) Add additional stops.
5. Click Next.
6. Choose the recipient and add expense details.
7. Click Create expense.

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Option 4: Bulk Upload Receipts (Desktop Only)

1. Drag up to 30 PDF or image files (under 10MB each) into Expensify.
2. Select Scan Receipts or Add Attachments.
3. Follow the prompts to assign workspaces, recipients, and coding.

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Next Steps for Individual Expenses

• 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 payer directly in Expensify.
• Connect your bank account to receive payments.

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Next Steps for Workspace Expenses

• Expenses are automatically added to a report.
• Workspace settings 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.

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FAQ

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 split a payment between multiple people?

Yes. Use the Split Expense feature in a group chat.

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.