Expenses: Scan, File, Approve, Reimburse
A walkthrough of the Expenses app: scan receipts, file claims, import card feeds, run submit, approve and reimburse, and track budgets and categories.
Yantra Team2 min read
On this page
An expense claim should take less time than the coffee it was for. Expenses reads the receipt, files the claim, routes it for approval and keeps the budget honest while it does.
Open it
Pick Expenses in the apps launcher, or say "scan this receipt and file it under travel expenses". Expenses opens beside the chat and owns it while it is open. The pages are Expenses, Budgets, Dashboard, Categories, Accounts and Recurrings. The same expense pages also appear inside Travel.
File an expense
Click New expense, then Scan receipt and pick the photo. The receipt is read for the merchant, date, amount, currency, tax, tip, line items and the last four digits of the card, and a category is chosen from your own list. Check the fields, adjust anything, and file it.
Each expense records how it was paid: Personal, Corporate card or Wallet. The receipt shows as Attached, Not attached or Required for this category, so a missing receipt is visible before a reviewer has to ask.
Have a spreadsheet already? Import from CSV maps your columns, then shows how many rows are ready, duplicated or rejected. You can skip rows that match an expense already filed on the same day for the same merchant and amount. Download CSV exports the list, and an exported file imports straight back.
Connect a card
On Accounts, add Banks & credit cards to connect a corporate card through Plaid. Sync all connections imports new card transactions as drafts, so card spend arrives without anyone typing it. The page splits card spend from out-of-pocket spend.
Submit, approve, reimburse
Every expense moves through the same steps. A Draft gets Submit. A submitted claim gets Approve or Reject. An approved claim gets Reimburse. A rejected one can be fixed and sent back with Resubmit. Filter the list by status, category or account, and sort by date or amount.
Budgets and categories
Budgets are monthly, quarterly or yearly, company-wide or scoped to one category. Utilization is computed live from filed expenses, so there is no month-end reconciliation to wait for.
Categories are seeded on first use. Add your own, exclude a category from budgets, set a monthly budget per category, and choose Require receipt or Make receipt optional for each one.
Recurring charges and the dashboard
Recurrings tracks the charges you expect every period, with the next payment date and what has been paid this month. Dashboard shows budget remaining, the spend trend by month and Claims to review, where submitted claims land for approval. Charts switch to a table with View as table.
From chat
- "File a $42 lunch at Zuni Cafe on my corporate card."
- "What claims are waiting to be submitted or approved?"
- "Show the draft claims the card feed created that nobody has submitted."
- "Flag any unusual or out-of-policy expenses I should look at."
- "Which claims are still missing receipts I need to chase?"
What it is not
Issuing and freezing company cards is Cards and Wallet. Pricing and subscriptions for what you sell are Billing. Paying salaries is Payroll. Tax questions are answered in chat.