Corporate Card - Manage Receipts and Transactions
Once your corporate card has been connected to Expense, you can start managing purchases, receipts, and transactions directly from the Expense app. By capturing receipts as soon as a purchase is made, you can simplify expense reporting, improve receipt matching, and reduce manual administration. This guide explains how to create purchases, attach receipts, post transactions, and submit reports using your corporate card.
Create a Purchase for a Corporate Card Transaction
Open the Expense App
- Open the Expense App
- Tap the Plus (+) Icon
- Select Create Purchase
✅ You can now register a new corporate card purchase.
Capture a Receipt or Upload an Image
You can either:
- 📷 Take a photo of the receipt
- 🖼️ Select an image from your photo gallery
To use an existing image, press the back button when the camera opens and select a file from your device.
✅ The receipt is added to Expense.
Automatic Receipt Scanning
Expense automatically scans the receipt and extracts information such as:
- 📅 Date
- 💰 Amount
- 📊 VAT
- 📍 Location
- 🏪 Merchant
✅ This reduces manual data entry and improves accuracy.
Select Corporate Card
Choose:
Corporate Card
as the payment method.
✅ The receipt will be linked to your corporate card workflow.
Add a Comment
Add any relevant information about the purchase, such as:
- Client meeting details
- Project references
- Travel purpose
- Internal notes
✅ Helpful comments can save time later when posting transactions.
Verify and Save
- Review the receipt details
- Confirm the amount and information are correct
- Click Save
✅ The receipt is now stored and ready to be matched to the corporate card transaction.
Best Practice: Capture Receipts Immediately
Upload Receipts Close to the Purchase Date
We recommend taking a photo of the receipt as soon as the purchase is made.
Benefits include:
- ✅ Better receipt quality
- ✅ Easier transaction matching
- ✅ Reduced risk of lost receipts
When the transaction arrives from the card provider, Expense will notify you that it is ready for processing.
Post Corporate Card Transactions
Open the Current Report
- Open the Expense App
- Navigate to:
To Report
- Open the current report
✅ You'll see all available corporate card transactions.
Post a Transaction
- Open the transaction
- Select Post
- Choose:
- The appropriate account
- Or Purchase for quick posting options
✅ The transaction is ready for accounting.
Verify Accounting Information
Before saving:
- 📊 Confirm the account selection
- 💰 Verify the VAT amount
- 📁 Select internal accounts if required
Follow your company's accounting guidelines.
✅ Click Save to complete the posting.
Post Representation Expenses
For business entertainment or representation:
- Select Representation
- Complete the required information:
- 👥 Number of attendees
- 🧑 Names of attendees
- 🎯 Purpose
For external representation:
- 🏢 Enter the external company name
✅ Representation requirements are now fulfilled.
Submit the Report
Once all transactions have been posted:
- Review the report
- Submit it for approval
💡 Clear comments entered when registering the receipt can often be reused during posting, saving time.
Add a Receipt to an Existing Transaction
Open the Transaction
If the transaction already exists in Expense:
- Open:
To Report
- Open the current report
- Select the transaction
✅ The transaction details will be displayed.
Attach the Receipt
- Tap the Camera Icon
- Take a photo of the receipt or upload an image
- Save the receipt
✅ Expense automatically attaches the receipt to the selected transaction.
Submit Without Posting
Some organizations prefer that accounting is handled centrally.
If posting is not required:
Review the Report
- Open:
To Report > Current Report
- Verify:
- 📎 Receipt attached
- 📝 Comment entered
- ✅ Information complete
Submit
- Click Submit
✅ The report moves forward in the workflow without requiring manual posting.
Benefits of Using Corporate Cards in Expense
Faster Receipt Management
Attach receipts immediately after purchases.
Automatic Transaction Matching
Expense links receipts to incoming card transactions.
Reduced Manual Work
Receipt scanning automatically extracts key information.
Better Compliance
Ensure every transaction has supporting documentation.
Simplified Approval Process
Approvers receive complete reports with receipts attached.
💡 Best Practice Tips
- ✅ Photograph receipts immediately after purchase
- 📝 Add meaningful comments during registration
- 📊 Verify VAT amounts before posting
- 📎 Always ensure receipts are attached before submission
- 🔍 Review representation information carefully
Frequently Asked Questions (FAQ)
Can I upload a receipt before the transaction appears in Expense?
Yes. The receipt will be stored and automatically matched when the card transaction arrives.
What happens if I forget to attach a receipt?
You can open the transaction later and add the receipt using the camera icon.
Do I need to post transactions myself?
Not always. Some organizations allow users to submit reports without posting.
Can I manage representation expenses in the app?
Yes. Representation details can be entered directly during the posting process.
Will Expense automatically scan my receipts?
Yes. Expense extracts information such as date, amount, VAT, merchant, and location automatically.
Summary
- 💳 Manage corporate card purchases directly in Expense
- 📷 Capture receipts immediately after purchases
- ✅ Automatically scan and import receipt details
- 📊 Post transactions according to company guidelines
- 🍽️ Record representation details when required
- 📎 Attach receipts to existing transactions
- 🚀 Simplify corporate card reconciliation and expense reporting