Raise draft expense claims

A draft expense claim is a claim you have created but not yet submitted for approval. You can save claims as drafts and submit them individually, or group them together and submit them in one go.

There are several ways to raise a draft claim in Capture Expense, either by uploading/scanning a receipt, or creating a claim manually.

Upload a receipt from your computer

You can create a new expense claim by uploading a receipt.

1. Click Expenses in the side menu.

2. Click Scan Receipt.

3. Locate the receipt on your PC, then click Open.

Credit card: If you have a credit card attached to your account the Payment Method field will appear automatically. Select Reimbursement if you are paying out of pocket or Credit Card if using a credit card given to you by your company.

4. Capture Expense will automatically create a Draft expense. It will show with a flag of Processing while it reads the receipt and populates the draft expense.

5. You should assign a category to the expense. To do this, check its box, then click Edit.

   • You can select and edit multiple receipts if required.  

6. Capture Expense may have selected a category for you, but you can change it if required, as well as any of the other details.

7. Click Save to return to the Draft Expenses view.

8. To add further information about the receipt, check its box, then click Notes.

9. Your expense claim will be remain in the Expenses > Draft tab until you submit it. See XX.

For company credit card users:  when a receipt is uploaded and it finds a matching existing claim, it will automatically attach itself to that claim.

Scan a receipt with your mobile

You can create a new expense claim by scanning a receipt through the app.

1. Within the app, the main menu (Expenses) lets you scan a receipt or upload one manually.

2. Select Scan Receipt.

3. Take a photo of the receipt, tap Use Photo, and a draft expense claim is created.

   • While the receipt is being read the expense will be flagged as processing.

4. Tap the expense to update the details where necessary, add the correct category if it has not already been assigned.

   4. Vehicle mileage, is also considered a reimbursement.

5. Tap the Save button. The new expense record can be found in the draft menu.

5. Continue to scan or upload further receipts.

Credit card receipts

If you scan a Credit Card receipt, it will either automatically upload to the Credit Card Expense claim or be stored in your Receipts inbox until the Credit Card transaction is fed through. You can then edit the claim to make sure the Category selected is correct and submit it for approval. You cannot override the amount on the claim, but you can change the date if it comes from a Credit Card feed.

What is the difference between a Reimbursement claim and a Credit Card claim?

A receipt populates the Reimbursement claim, and the Credit Card bank transaction populates the Credit Card claim but remember you still need to attach the Credit Card receipt to the claim.

Enter a claim manually

If you want to enter a claim without scanning/uploading a receipt first:

1. Click Expenses in the side menu.

2. Click + Manual Expense.

   1. If you have a credit card attached to your account the Payment Method field will appear automatically. Select Reimbursement if you are paying out of pocket or Credit Card if using a credit card given to you by your company.

3. Choose the correct expense Category e.g. mileage and complete the required information.

4. If you need to attach supporting documentation, use the Drop receipt here or click to upload box.

5. Click Save. Your record is now stored in Expenses > Draft.

From the Receipts inbox

Note: Only users who have a credit card assigned to them can access the Receipts area in the side menu / on the mobile app.

With a single receipt

If a receipt has already been uploaded, you can create an expense claim from it. To do this:

1. Click Receipts in the side menu.

2. Select the receipt you wish to raise a claim from.

   1. If you have a lot of receipts, click in the search box and enter an amount, date, or merchant.

3. From the Actions menu, select Expense.

4. Select the Category to which you want to assign the expense. The details associated to the Category appears. The Date and Amount are automatically filled in and any VAT will be identified.

   • If it is not a VAT receipt, select the appropriate option.

     • Enter the VAT amount if applicable.

5. Check the Amount is correct.

6. Edit any other details where necessary, then click Complete.

7. The expense is now saved in Expenses > Drafts.

With multiple receipts

You can create an expense claim from multiple receipts. To do this, follow the steps above but:

1. Select all the receipts you wish to add to the claim.

2. Fill in the details as before, then click the > button to move to the next receipt.

About credit card receipts

If you have attached a company Credit Card receipt to a Draft Expense claim, the logo of the company from which you made the purchase is visible on the Draft Expense claim. The company icons come from the user's bank feed or scanned statement, as the company has connected their Credit Card account to the Capture Expense system.

If you scan a Credit Card receipt, it will automatically upload to the Credit Card Expense claim. You can then edit the claim to make sure the Category selected is correct and submit for approval. You cannot override the amount on the claim, but you can change the date if it comes from a Credit Card feed.

What is the difference between a Reimbursement claim and a Credit Card claim?

A receipt populates the Reimbursement claim, and the Credit Card bank transaction populates the Credit Card claim though you still need to attach the Credit Card receipt to the claim.

What next?

You can submit your claims at any time. See Submitting for approval.