How to Add a Credit Card Expense

You can create a new expense in both the mobile app and on the website. Follow the steps below depending on the platform you are using.

In the app

• iPhone: Tap the large orange New Expense button.

• Android: Tap the + sign at the bottom right of the Expenses screen.

You can now choose from different expense types.

Add a Receipt

1. Select Take Photo.

2. Take a picture of your receipt or choose one from your photo library.

3. Enter the required information (e.g., amount, date, currency, VAT).

   • If OCR is enabled, double-check that these details are correct.

4. Select the Payment Method (the card used for the transaction).

5. If needed, search for a project by typing its name or number. Partial searches also work.

⚠️ Important: Do not add the expense to a report yourself. This happens automatically when the credit card statement is uploaded.

On the Website

You can also create an expense through the web application.

1. Click New Expense.

2. Select Add Receipt. A new declaration opens.

3. Upload your receipt:

   • Add a photo or PDF file.

   • Or drag and drop the file directly into the upload screen.

4. Enter the required information and save the expense.

5. Select the Payment Method used for the transaction.

6. (Optional) Search for and select the correct project.

Important: Do not add the expense to a report manually. When the statement is uploaded, reports are created automatically. If an expense is already in a different report, it won’t match with the imported credit card statement.

Statement upload

When your credit card statement is uploaded:

• You’ll receive a notification.

• A report is automatically created for that statement.

• Transactions that match existing expenses are automatically replaced.

• For transactions without a match, a draft expense is created.

How Expenses Are Matched

When working with credit card expenses, there are always two sources of information:

1. The manually created expense – an expense you add yourself, usually with a receipt.

2. The credit card transaction – imported automatically from the uploaded statement.

The system tries to match these two.

Automatic Matching

• When the statement is uploaded, the system compares each transaction with existing expenses.

• If the amount, date, and card match, the expense is automatically linked.

• Your expense with the receipt then replaces the plain transaction line from the statement.
  

Handling Unmatched Transactions

• If no matching expense is found, the system creates a draft expense.

• You can then complete the draft by adding the receipt and required details.
  

Manual Matching

Sometimes expenses are not matched automatically—for example, due to:

• Amount differences

• Selecting the wrong payment method.

• Slight differences in dates.
  

In these cases, you can match manually (website only):

1. Open the report overview.

2. Click Replace next to the transaction.

3. Select the correct expense from the list of unreported expenses.

4. Click Choose to confirm.

The expense is now linked to the transaction.

Completing the Report

Once all expenses are added:

1. Open the report.

2. Click Submit (web) or tap the send icon (app).

Your report is now ready for processing and will be sent to your manager or finance team for approval.