Upload receipts and create expenses in Expense Agent

[This article is prerelease documentation and is subject to change.]

When you upload a receipt to Expense Agent in Business Central, AI scans the image and suggests key details like the merchant name, total amount, transaction date, and expense category. You always review and confirm the extracted details before the expense is saved. You can also create mileage expenses directly from the dashboard by entering your trip details.

Upload a receipt in the web app

1. Open Expense Agent and go to Expense reports.
2. Drag and drop your receipt file onto the Upload receipt (or drop here) area, or select it to browse for a file on your device. You can also drop an entire folder of receipts to upload multiple files at once.
3. Wait for the upload to complete.

Expense Agent supports JPEG, PNG, and PDF files up to 10 MB, including printed invoices, digital PDFs, and handwritten receipts such as taxi slips.

Automatic currency conversion

When you upload a receipt in a foreign currency, Expense Agent automatically converts the amount to your company's local currency. When you look into created expense, both original amounts and the local amount are shown.

All totals in the expense report displayed in the web app use the local currency, so you can easily track spending across different countries/regions.

Create a mileage expense

If you use your private vehicle for business purposes, you can create a mileage expense directly from the Expense Agent without uploading a receipt.

The travel distance is calculated based on the selected route, and the reimbursement amount is determined using your company’s configured mileage rate.

1. On the dashboard, choose Create mileage expense in the Quick actions panel.

2. In the Starting point field, enter or search for the departure location.

3. In the Ending point field, enter or search for the destination.

4. Review the route displayed on the map. If multiple route options are available, select the one that reflects your actual journey.

   Note

   Multiple route options are shown below the map in the left pane. You can select a route either from the list or directly on the map.

5. If the trip includes a same-day return, enable Same-day round trip to include the return distance.

6. Review the Mileage and Amount fields.

7. Select Create.

The mileage expense is created and processed like any other expense and is automatically added to an expense report.

Send a receipt by email

You can also send receipts to Expense Agent by email. Email is a convenient way to submit receipts from your phone or forward digital invoices directly.

1. Open your email application, such as Outlook.
2. Create a new email and address it to your organization's expense mailbox. Ask your administrator for the email address if you don't have it.
3. Attach one or more receipt files to the email. You can attach photos of paper receipts taken with your phone, PDF invoices, or scanned receipts.
4. Send the email.

Expense Agent processes each attachment and creates a separate expense for each receipt. You can review and edit the created expenses in Expense reports.

After you send the email, the expense status shows Processing while AI analyzes your receipt. When finished scanning, the status changes to Open and the extracted details appear for your review. If the receipt passes validation, it's automatically added to a default expense report, so you don't need to create one manually.

Review scanned receipt details

AI suggests values for the following fields based on what it detects in your receipt:

• Merchant - The business or merchant name.
• Amount - The total amount on the receipt.
• Date - The transaction date.
• Category - The expense category, such as meals, travel, or office supplies.

To review and adjust the details:

1. Open the expense.
2. Check each suggested field and correct any values that don't look right.
3. Add a description or any extra details if needed.
4. Select Save.

Real-time processing status

Expense Agent keeps you updated as your receipt moves through processing:

You can continue working while receipts process; there's no need to wait. Come back to Expense reports to check on your uploads at any time.

Next steps

• Review and edit your expenses
• Create and submit expense reports

Related information

Manage expenses with Expense Agent
Review and edit expenses in Expense Agent
Troubleshoot common issues in Expense Agent

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