Tracking expenses in Expensify allows you to save receipts and costs for your own records, without sending them for approval or reimbursement. This is useful if you’re:

• Monitoring personal spending
• Logging out-of-pocket business expenses for future use
• Storing receipts you’re not ready to submit yet

Use this guide to create expenses that stay in your account for later reference.

How to Track an Expense Without Submitting

Follow these steps to create an expense that stays in your records but isn’t submitted:

Option 1: SmartScan a Receipt

On mobile:

1. Tap the green camera button and take a photo of the receipt or upload from gallery.
2. Enter the workspace or recipient’s email/phone number.
3. Add details like description, category, tags, and tax.
4. Tap Create expense.

On desktop:

1. Click the green receipt button and drag and drop the receipt or click Choose files to upload.
2. Enter the workspace or recipient’s email/phone number.
3. Add details like description, category, tags, and tax.
4. Click Create expense.

💡 Note: Other ways to SmartScan receipts include:

• Forward your digital receipts to receipts@expensify.com.
• Text a photo of your receipts to 47777 (US numbers only). Just make sure you add your phone number to Expensify.

Option 2: Manually Add an Expense

On mobile:

1. Tap the green camera button.
2. Select Manual.
3. Enter the amount and currency, then tap Next.
4. Choose a workspace or an individual.
5. Add optional fields like category, tags, or description.
6. Tap Create expense.

On desktop:

1. Click the green add receipt button.
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.

Locate and Manage Tracked Expenses

After creating an expense, go to Reports > Expenses to locate the expense. Use the filters to search if the expense isn’t immediately visible.

Click into the expense to:

• Submit it to someone – Send it for approval or processing.
• Categorize it – Assign it to a category for better organization.
• Share it with my accountant – Grant access to financial contacts.
• Nothing for now – Leave it as-is for later.

FAQ

Can I edit an expense after tracking it?

Yes! Open the expense from Reports > Expenses or your expense chat, then click into it to edit any field.

Why can’t I find my expense?

Make sure you’re filtering by the correct date or amount. You can easily find unsubmitted expenses in an Expense Chat in your Inbox in the navigation tabs.