Company card transactions come in from the bank with their facts already filled in: merchant, amount, date, card (•••• last 4 digits) and country. The employee only adds what the bank cannot know.
Where to find it
- In a report, in Expenses → Expense reports.
- On the Expenses list and in each expense's details.
What the employee can add
The bank's facts cannot be edited, because they are what the bank charged. The employee adds:
- the category;
- a description;
- the receipt;
- a tax ID;
- line items, for example to split a bill.
How transactions get into a report
- A report includes the card transactions that match the trip automatically.
- To add others, click Assign card transactions. It shows the employee's card spend that is not in any report yet, from two weeks before to two weeks after the trip.
- Robert may also suggest a report for a transaction: Add to the report.
"Needs receipt" and "Needs details"
On the Expenses list and in the expense details, a transaction can be marked:
- Needs receipt: your expense policy requires a receipt for this expense, and none is attached.
- Needs details: required information is missing.
You can filter the list by these labels. Marked transactions are never auto-approved: they stay with the approver until the receipt or details are added.
Where the receipt rules are set
Expense Policy → spend categories → the Receipt column and the receipt threshold. A receipt can be required above an amount, or always for a category, in any currency. When no receipt is required, the expense shows a quiet line: "No receipt attached — the policy doesn't ask for one here". You can still add a receipt.
FAQ
An employee cannot change the amount or date of a card transaction. That is by design: those facts come from the bank. The employee can change the category and description, add a receipt, or split the transaction into line items.
A card transaction is stuck as "Needs receipt" and is not auto-approved. Attach the receipt in the expense details, or adjust the receipt rule in Expense Policy → spend categories if the rule is wrong.
A card transaction is missing from my report. Click Assign card transactions in the report. You see your card spending that is not in any report yet, from two weeks before to two weeks after the trip.
Which card transactions are added to a report automatically? The ones that match the trip. Use Assign card transactions for the rest of your spend from two weeks before to two weeks after the trip.
Related articles
- Expense reports: what they are and how they move
- Creating an expense report: after a trip, from an order or by hand
- Expense reports: who can see and file them
- Submitting and approving an expense report
- Expense report PDF
- Exporting expense reports to accounting: CSV and DATEV
- Per diem in an expense report: how each day is calculated
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