Create and submit expenses

Make managing expenses even easier. Submit them straight from Home, then check back later to see if they’re approved.

Create an expense

To create an expense:

1. Click +New in the top right and select Submit an expense.
2. Select the expense type: General or Mileage.
3. Fill in the expense details.
4. Select a Category for your expense and enter a short description. Categories classify your expenses (e.g., Meals or Events). If you need help deciding which category to choose, contact your manager or the finance team. 
5. You can select the 'Don't reimburse this expense' checkbox only if you don't need a refund for the expense. The expense will still be submitted and saved for reporting purposes only.
6. Upload your receipt or any other document relevant to your expense. You can add multiple receipts.
   1. When submitting a mileage expense, the expense amount is automatically calculated based on the distance entered in miles/ kilometers.
   2. Mileage expenses don't require receipts, but you can add a screenshot of the route taken from your maps app. Just click Add route screenshot to attach the screenshot from your photos.
   3. Tax amounts (such as VAT) can be extracted directly from uploaded expense receipts using auto-scanning technology, reducing manual checks later in the process.
7. Click Show more information to display more fields.
8. Click Save.
   Your new expense is created and displayed in the My Expenses tab with one of the following statuses:
9. Require information — The expense has been created, but you still need to fill in all the required fields.
10. Ready to submit — The expense is complete and ready to be submitted for review.
11. Click Submit to submit your expense. It’s sent to review for approval.

Add attendees

You can add more details, such as the number of attendees at an event or meal. Attendee tracking can be set per category in the Expenses settings, (not including mileage expenses). Once added, the cost per attendee will be shown (for reporting purposes only).

Submit multiple expenses

You can also submit multiple expenses at once, providing a more efficient workflow.

To submit multiple expenses:

1. Go to the To-do tab in your Home screen.
2. Select the items you want to submit or click Select all submittable items.
   Expenses with missing details can't be selected.
3. Review the total expense submission in the Submit selected items window. If Ok, click Submit and your expenses will be sent for approval.
   

If any of the selected expenses are missing details, they won’t be submitted until the details are added and the expense is resubmitted.

Submit a draft

If you have any expenses in draft that you’re preparing to submit for approval, these are listed in the To do tab, in To submit.

Click OPEN to complete the draft and submit it for approval.

• You can tell if you need to provide more information before you can submit the expense, as Missing info displays under OPEN.
• If the draft is already complete and ready to submit, click SUBMIT to submit it for approval.

Track approvals

To view or track the progress of all your expense approvals, click the All my items tab. To find specific expenses, search or filter them by type using the Type and My items dropdowns.

To manage and track expenses in different entities, go to Switch entities with multi-instance setup.

You can email your receipts to receipts@tipalti.com to create a draft and complete it in the Tipalti Hub.

To email a receipt:

1. Send receipts to receipts@tipalti.com.
2. Log in to the Tipalti Hub and navigate to My Expenses.
3. The receipt sent appears as a new expense. Click it and enter the expense details.

Download the Tipalti Expenses app from the Apple App Store or Google Play and log into your account. Your Customer Success Manager can confirm if your account is activated for the mobile app.

To create and submit an expense through the app:

1. Log into Tipalti Expenses.
2. Click the add icon in the bottom right.

3. Select the expense type:

   •  
     • Standard — For all expenses except car mileage
     • Mileage — For car mileage expenses
   You can screenshot the route you took from your maps app and click Add route screenshot to upload it to your expense form.

   
   

4. Fill out all the form and click Save.

   •  
     • The expense is saved as Ready to submit if all the required fields are filled out.
     • Otherwise it’s saved as Incomplete, and you can open the expense to complete the draft.
     • If you haven’t added your payment details yet, click the banner to add them so your reimbursements go to the correct account.

   
   

5. Click Expenses in the bottom menu and select the expense.
   You can select one or more expenses at a time if they’re all ready to submit.
   

6. Click Submit. Your expense is sent for approval.

   To delete an expense, select the expense and swipe left.

Add attendees on mobile app

To add additional attendees when submitting an expense, click Additional attendees and select one or more employees who also attended.

 
The additional attendees and the cost per attendee will be shown on the expense, (this is for reporting purposes only).

 
 

Tap to submit expenses for iPhone users

Track expense status

You can track the status of an expense group, and of an individual expense.

When you submit an expense, it will go through several stages before it's approved for reimbursement. Here are the different statuses that your expenses can have in our app:

1. Draft — The expense has been created, but you haven't yet filled in all the required fields. To move an expense out of draft status and submit it for review, make sure that you've added all the required information and attached any relevant receipts.
2. Ready to submit — The expense is complete and ready to be submitted for review. Once you're ready to submit, simply tap on the "Submit" button to send the expense for approval.
3. Pending approval — The expense was submitted and is waiting for review by finance. They will review the expense to ensure that it meets your expense policy guidelines and approve or reject it accordingly.
4. Approved — The expense was reviewed and approved for reimbursement. You can expect to receive payment for the approved expense soon.
5. Rejected — The expense was reviewed and rejected for reimbursement. If this happens, the approver will provide you with a reason for the rejection and may suggest ways to amend the expense to meet your guidelines.