Create and Submit Expense Reports via the Mobile App

Expense Reports allow you to group expenses, mileage, and per diems into a single report, providing a clear summary of total spending.

To enable Expense Reports, go to the Basic Setup page and assign a Number Series for Expense Reports.

Entering an Expense Report

1. Login to the ExFlow Travel & Expense Mobile App (or Web Portal)

2. In the mobile app, click the + icon at the bottom of the page and select Expense Report.

   

3. Enter values into the following fields:

   • Description: Enter the general description of what kind of expenses this expense report will hold. For example, ''MS Summit Conference'', ''March 2026 Expenses'', etc.
   • Additional Info: (Optional) Enter any other details you'd like to provide regarding the expense report to assist in approval.
   • Project/Task: (Optional) Enter in the Project/Task you would like to associate with this expense report. If entered, the Project/Task entered here will default on the expenses added to this expense report.

   

4. Click Done and you will be taken back to your dashboard where you will see your expense report.

   

5. Too add expenses to the Expense Report, select the expense report from your dashboard.

6. Click the + and choose Add Expense, Add Mileage, or Add Per Diem from the options shown.

Create and Submit Individual Expense via the Mobile App

When entering an expense, attaching a clear photo or scan of the receipt is important. Travel & Expense uses OCR and SmartExtract (AI) technology to read the receipt and automatically extract details such as date, amount, and vendor, reducing the amount of manual data entry required.

In the Travel & Expense mobile app, there are two ways to create an expense:

• Expense: Create an expense by selecting an existing receipt image from your photo gallery or by scanning a receipt.

• Expense Using Camera (Recommended) Quickly capture and record an expense at the time it occurs by taking a photo of the receipt with your device’s camera.

1. Open the Travel & Expense mobile app

2. From your Dashboard, click the + icon to enter a new expense.

3. Select one of the following options:

   

   • Expense
     • The expense entry screen opens.
     • Tap the + icon at the top of the screen and choose:
       • Scan Receipt – Use your camera to take a picture of the receipt.
       • Select Photo – Choose an existing receipt image from your photo library.
   • Expense Using Camera
     • Your device camera opens automatically.
     • Take a picture of the receipt.
     • Tap Keep, then Save.

4. An expense is created, and details are automatically extracted from the receipt (if attached).

5. Review and update the expense details to ensure accuracy.

   • Date: The date the expense was incurred. This field is automatically populated when a receipt is attached and the receipt data is extracted.
   • Currency: The currency of the receipt amount. This field is automatically populated when a receipt is attached and the receipt data is extracted.
   • Amount: The amount to be reimbursed or recorded. This field is automatically populated when a receipt is attached and the receipt data is extracted.
   • Country: The country where the expense was incurred. This field is automatically populated when a receipt is attached and the receipt data is extracted.
   • Description: Description of the expense. This field is automatically populated when a receipt is attached and the receipt data is extracted.
   • Payment Method:
     • Employee – Select when the expense should be reimbursed to the employee.
     • Company Card* – Select the applicable company card if the expense was charged directly and does not require reimbursement.
   • Category: Select the category that best describes the expense. This field is automatically populated when a receipt is attached and the receipt data is extracted.
     • Additional Dimension Field - If the selected expense category is configured to use an additional dimension, this field will appear and allow you to select a value.
   • Expense Report: Optionally select an existing expense report to group this expense. If creating the expense within the expense report, the value will automatically populate.
   • Project/Task:
     • Search for and select the project.
     • Search for and select the task.
     • Once both values are selected, the project and task descriptions are displayed.
   • Participating Employees: The employee entering the expense is added by default. Add any additional employees included in the expense. -Guest (Not Employees): Add outside sources, like customers, who this expense was for.
   • Additional Info: Enter any additional details that may help the approver understand the expense.

6. Save or Submit the Expense - choose one of the following options:

   • Save as Draft - Tap Back at the top of the form to save the expense as a draft. Draft expenses are not submitted and can be edited later.
   • Submit Expense – Drag your finger across the Slide to Submit bar to submit the expense for approval.

   

   Note: When you submit an expense using the mobile app, it is uploaded to the server instantly (when online), eliminating the need for manual synchronization by the user.

Create and Submit Expense Reports via Web Portal

Expense Reports allow you to group expenses, mileage, and per diems into a single report, providing a clear summary of total spending.

To enable Expense Reports, go to the Basic Setup page and assign a Number Series for Expense Reports.

Entering an Expense Report via Web Portal

1. Login to the ExFlow Travel & Expense Web Portal

2. From the General menu on the left-hand side, select Expense Reports.

3. Select New Expense Report at the top of the page to create a new report.

   

4. Enter values into the following fields:

   • Description: Enter the general description of what kind of expenses this expense report will hold. For example, ''MS Summit Conference'', ''March 2026 Expenses'', etc.
   • Additional Info: (Optional) Enter any other details you'd like to provide regarding the expense report to assist in approval.
   • Project/Task: (Optional) Enter in the Project/Task you would like to associate with this expense report. If entered, the Project/Task entered here will default on the expenses added to this expense report.

   

5. Click Start Adding Expenses. You will be returned to the Dashboard, where you can begin adding expenses to the expense report.

   

6. To add items to the Expense Report, choose Add Expense, Add Mileage, or Add Per Diem from the top of the page.

Create and Submit Individual Expense via Web Portal

In the Travel & Expense Web Portal, there are two ways to create an expense:

• Manual - Create an expense and enter the details manually..
• SmartExtract – Drag and drop a receipt file, and the SmartExtract will automatically extract the receipt details and create the expense for you.

SmartExtract Expense Entry (Recommended)

When entering an expense, attaching a clear photo of the receipt is important. Travel & Expense uses OCR and SmartExtract (AI) technology to read the receipt and automatically extract details such as date, amount, and vendor, reducing the amount of manual data entry required.

1. Open the Travel & Expense Web Portal

2. From the General menu on the left-hand side, select Expenses.

3. Drag and drop your receipt into the box in the lower-left corner labeled Add Your Expenses, or click inside the box to browse and upload the file.

   

4. SmartExtract will process the receipt image and create the expense automatically. The expense will show under the General menu Expenses.

5. Select the expense to review and update the expense details to ensure accuracy. SmartExtract will have attempted to extract datea from the receipt and enter into the following fields.

   • Date: The date the expense was incurred.
   • Currency: The currency of the receipt amount.
   • Amount: The total amount on the receipt.
   • Country: The country where the expense was incurred.
   • Description: Description of the expense.
   • Payment Method:
     • Employee – Select when the expense should be reimbursed to the employee.
     • Company Card – Select the applicable company card if the expense was charged directly and does not require reimbursement.
   • Category: Select the category that best describes the expense.
     • Additional Dimension - If the selected expense category is configured to use an additional dimension, this field will appear and allow you to select a value.
   • Expense Report: Optionally select an existing expense report to group this expense.
   • Project/Task:
     • Search for and select the project.
     • Search for and select the task.
     • Once both values are selected, the project and task descriptions are displayed.
   • Participating Employees: The employee entering the expense is added by default. Add any additional employees included in the expense. -Guest (Not Employees): Add outside sources, like customers, who this expense was for.
   • Additional Info: Enter any additional details that may help the approver understand the expense.

6. Save or Submit the Expense - choose one of the following options:

   • Save as Draft - Tap Back at the top of the form to save the expense as a draft. Draft expenses are not submitted and can be edited later.
   • Submit Expense – Drag your finger across the Slide to Submit bar to submit the expense for approval.

   

Manual Expense Entry

1. Open the Travel & Expense Web Portal

2. From the General menu on the left-hand side, select Expenses.

3. Select New Expense at the top of the page to create a new expense.

   

4. Enter the expense details in the following fields:

   • Date: The date the expense was incurred. This field is automatically populated when a receipt is attached and the receipt data is extracted.
   • Currency: The currency of the receipt amount. This field is automatically populated when a receipt is attached and the receipt data is extracted.
   • Amount: The amount to be reimbursed or recorded. This field is automatically populated when a receipt is attached and the receipt data is extracted.
   • Country: The country where the expense was incurred. This field is automatically populated when a receipt is attached and the receipt data is extracted.
   • Description: Description of the expense. This field is automatically populated when a receipt is attached and the receipt data is extracted.
   • Payment Method:
     • Employee – Select when the expense should be reimbursed to the employee.
     • Company Card* – Select the applicable company card if the expense was charged directly and does not require reimbursement.
   • Category: Select the category that best describes the expense. This field is automatically populated when a receipt is attached and the receipt data is extracted.
     • Additional Dimension Field - If the selected expense category is configured to use an additional dimension, this field will appear and allow you to select a value.
   • Expense Report: Optionally select an existing expense report to group this expense. If creating the expense within the expense report, the value will automatically populate.
   • Project/Task:
     • Search for and select the project.
     • Search for and select the task.
     • Once both values are selected, the project and task descriptions are displayed.
   • Participating Employees: The employee entering the expense is added by default. Add any additional employees included in the expense. -Guest (Not Employees): Add outside sources, like customers, who this expense was for.
   • Additional Info: Enter any additional details that may help the approver understand the expense.

5. Upload the receipt by either dragging and dropping it into the upload area or clicking the section to browse and select a file.

6. Choose Save as Draft to finish later or Submit to send the expense for processing.

   

Additional Options When Submitting Expenses

ExFlow Travel & Expense has additional options which can be configured to make entering expenses even easier.

Submitting Expenses to Multiple Business Central Companies

If you are associated with multiple Business Central companies, you can submit expenses to each company using the same login.

1. To switch between companies in the web portal or mobile app:

2. Access the company switcher option in your account menu.

3. Select the company you want to submit expenses for.

4. Enter and submit your expenses as usual.

   Note: All submitted expenses are tracked separately for each company, ensuring accurate reporting and approvals.

   

Registering Currency Conversions on an Expense

When an employee incurs an expense in a foreign currency, they can now specify the converted amount for reimbursement.

• If the employee enters a converted amount manually, that value will be used for reimbursement.

• If no amount is specified, the system defaults to the Business Central exchange rate.

  Note: This allows employees to account for currency conversion fees or exact amounts charged by their payment method.

How It Works

1. When entering a foreign currency expense in the web portal or mobile app, the original amount and currency are displayed.

2. If the employee wants to specify a converted amount for reimbursement, enter the value in the Converted Amount field.

3. If no converted amount is entered, the system automatically applies the Business Central exchange rate.

4. Submit the expense as usual; the entered or system-calculated amount will be used for reimbursement.

   Tip: Use this feature to account for currency conversion fees or to match the exact amount charged by your payment method.

   

Delegated Expense Management

Delegated Expense Management allows a user to manage expenses on behalf of another employee—for example, a personal assistant handling expenses for members of the management team.

Once a user is set up as a delegate, they can switch to the assigned employee’s account in the web portal or mobile app and create or submit expenses on their behalf. The actions available depend on the permissions assigned to the delegate.

Note: Delegates only see and can act on the employees they have been assigned to.

How It Works

1. An employee is assigned a delegate in Travel & Expense Employee setup.

2. The delegate logs in to the web portal or mobile app.

3. The delegate switches to the employee’s account using the account switcher option.

4. Depending on the permissions granted, the delegate can:

   • Create new expenses on behalf of the employee
   • Submit expenses for approval
   • Attach receipts or other documentation

5. All actions performed by the delegate are tracked and logged under the employee’s expense records for transparency.

   Tip: Make sure delegates have been assigned the correct permissions to avoid submission errors.

   

Customizable Fields on Expenses

You can now customize which fields appear for each expense category. For example, you can specify whether guests need to be registered for a category, and capture dimension values using the Additional Fields module.

Different expense categories can have different sets of fields, allowing you to tailor the entry form to your company’s requirements.

Please go to Setup & Configuration >> Expense Categories for setup instructions.

How It Works

1. When creating a new expense, select the expense category.

2. If the selected category is configured to use additional dimensions or custom fields, the corresponding fields will automatically appear on the form.

3. Complete the field as required, such as selecting a dimension value or registering guests, depending on the category’s configuration.

4. The system saves these values with the expense, ensuring accurate reporting and compliance with company requirements.

   Note: Each expense category can have a different set of fields, so the displayed fields may vary depending on the category selected.