Managing draft expenses

The sections below explain how to perform key tasks on your expenses, such as editing, deleting, splitting, duplicating, and re-using.

To access your expenses, click Expenses in the side menu.

Editing a draft expense

1. In the Draft tab of the Expenses menu, select a record.

2. Click the Edit button.

3. Make any changes, then click Save.

Deleting a draft expense claim

https://captureexpense.freshdesk.com/support/solutions/articles/204000026226-how-do-i-delete-draft-expense-claim-

https://captureexpense.freshdesk.com/support/solutions/articles/204000026377-how-do-i-delete-draft-expense-claim-

1. In the Draft tab of the Expenses menu, select a record.

2. Click the Delete button, then Delete to confirm.

XX - need to check once receipts has been activated

Favouriting a draft expense

Marking an expense as a favourite lets you quickly claim for recurring costs, such as daily travel costs.

1. In the Draft tab of the Expenses menu, select a record.

2. Tick the box beside the expense you want to favourite, then click Set Favorite.

3. You can view all the expenses you’ve marked as favourite in the Favourites tab.

Reusing / duplicating a draft expense

You can reuse expenses from the Draft or Favourites tab. To do this:

1. Select the claim in the Draft or Favourites tab.

2. In the menu on the right, click Duplicate.  

3. Enter how many copies you wish to create, then click Duplicate.

4. The duplicates will then be added to the Draft tab.

Splitting a draft expense

Splitting an expense lets you separate different items in a claim, such as splitting the cost of the meal and a room from a hotel claim. To do this:

1. Select the claim in the Draft tab.

2. In the menu on the right, click Split Row.

3. In the Split Expense Line screen, you can see key information about the expense, including the total (that can be split into smaller totals).

4. Click Add Line, then select a suitable category, and enter the description, VAT code, and value of the line item.

5. Repeat step 4 for each line item of the original expense, then click Save.

Remember: You must ensure all the line items and VAT amounts total the same amount as the original expense

6. Once you have saved, the original expense will appear as multiple rows in the Draft tab.

Adding a note to a draft expense

1. Select the claim in the Draft tab.

2. In the menu on the right, click the Notes button.

3. Enter all relevant information. Click the icon to apply formatting to the text.

4. Click Post.

5. Expenses with attached notes will be shown with this icon:

Adding receipts to draft expenses

1. Go to Expenses > Draft tab.

2. Select the claim, then click Edit.

3. Either click the Receipts area on the left and locate the receipt on your device OR drag-and-drop the receipt file into the area.

4. Repeat step 3 to add further receipts to the expense.

5. Click Save.

Deleting draft expense receipts.

1. Go to Expenses > Draft tab.

2. Select the claim, then click Edit.

3. In the menu at the bottom of the receipt, click the delete icon, then Delete to confirm.

Viewing draft expense receipts

1. Go to Expenses > Draft tab.

2. Select the claim. The receipt will appear on the area on the right.

3. You can enlarge the receipt by hovering over it.