How to Add a Credit Card Expense

You can manage credit card expenses in Declaree through the mobile app or the web application. The exact steps depend on how transactions are imported: via statement uploads, automatic data feeds, or Mobilexpense Cards. If you’re unsure which setup applies to you, check with your finance team.

Credit Card Import Types

Statement Uploads

If your organization uploads credit card statements manually (for example once a month), Declaree automatically creates reports with transactions when the file is imported. You can already add your receipts to the platform before the statement is uploaded: the system will automatically match them later.

Do not add these expenses to a report yourself. Declaree automatically generates the reports and links the matching expenses after the upload.

Automatic Data Feeds

If your organization uses an automatic data feed, transactions are imported directly from your card provider. Depending on your provider, this process can take up to 48 hours after the transaction date. Once the transactions appear, you can add receipts and include them directly in a report.

Mobilexpense Cards

If you use a Mobilexpense Card, transactions are synced automatically to Declaree in real time. You can attach the receipt immediately, and add them to a report right away.

Creating a Credit Card Expense

Before the credit card transaction appears in Declaree, you can already create a new expense with the receipt from either the mobile app or the web application.

In the Mobile App:

1. Tap the + icon at the bottom right of the Expenses screen.

2. Tap Take Photo.

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

4. Fill in the required fields: amount, date, currency, and VAT.

5. If OCR is enabled, double-check that all values are correct.

6. Select the Payment Method → choose the credit card used for the purchase.

7. (Optional) Search for and select a project by typing its name or number.

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.

How Expenses Are Matched

Declaree compares two data sources:

1. The manually created expense (usually including a receipt).

2. The credit card transaction (imported from a statement or data feed).

Automatic Matching

When a statement or feed is processed, Declaree compares each transaction with existing expenses. If the amount, date, and card match, they’re automatically linked. Your expense with the receipt then replaces the plain transaction line.

In case of the statement upload, do not assign expenses to a report manually. Once the statement is uploaded, Declaree automatically groups them into reports.

Draft Expenses

If no match is found, a draft expense is created for you to complete.

Manual Matching (Web Only)

If a transaction isn’t matched automatically: for example, due to small differences in date, amount, or payment method. You can match it manually:

1. Go to Reports → 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.

Submitting the Report

After all expenses are linked or completed, submit the report for approval by your manager or finance team.