Corporate Card with Personal Payment Responsibility - Managing Receipts and Transactions
If you have a corporate card with personal payment responsibility, you are responsible for paying the card invoice yourself and then claiming reimbursement for eligible business expenses through Expense. The Expense app makes it easy to capture receipts, manage transactions, and submit reports for approval and reimbursement. This guide explains how to register purchases, handle receipts, mark private transactions, and submit reports efficiently.
Create an Expense for a Corporate Card Purchase
Open the Expense App
- Open the Expense App
- Tap the Plus (+) Icon
- Select Create Purchase
✅ You're ready to register a new purchase.
Capture a Receipt or Select an Existing Image
You can either:
- 📷 Take a photo of the receipt
- 🖼️ Select an image from your photo library
To choose an existing image, use your phone's back button while the camera is open.
✅ The receipt is added to Expense.
Automatic Receipt Scanning
Expense automatically scans the receipt and extracts information such as:
- 📅 Date
- 💰 Amount
- 📊 VAT
- 📍 Location
- 🏪 Vendor
✅ This reduces manual data entry and improves accuracy.
Select Corporate Card as Payment Method
- Choose Corporate Card
- Add a comment describing the purchase
Examples:
- Client meeting
- Travel expense
- Project-related purchase
✅ The receipt is now connected to your corporate card workflow.
Review and Save
- Verify the amount and receipt details
- Confirm the information is correct
- Click Save
✅ The purchase is registered and ready to be matched with the card transaction.
Receipt Management Tip
Capture receipts as soon as possible after making a purchase.
Benefits include:
- ✅ Better receipt quality
- ✅ Easier transaction matching
- ✅ Reduced risk of missing documentation
Expense will notify you once the card transaction is imported and ready for processing.
Post Corporate Card Transactions
Open Your Current Report
- Open the Expense App
- Select To Report
- Open the current report
✅ View all imported corporate card transactions.
Review Transactions
Open each transaction and verify:
- Receipt attachment
- Amount
- Vendor
- Comments
✅ Ensure all information is accurate before proceeding.
Mark Private Transactions
If a transaction should not be reimbursed by the company:
- Open the transaction
- Click the Three Dots (⋮)
- Select Private Marking
✅ The transaction will be marked as private.
Private transactions:
- Will not be reimbursed
- Will not be visible to managers or administrators after submission
- Remain excluded from expense reimbursement calculations
Post Transactions
- Open a transaction
- Select Post
- Choose:
- The appropriate account, or
- Purchase for quick account suggestions
- Follow your company's posting guidelines
- Verify VAT information
- Click Save
✅ The transaction is now accounted for correctly.
Post Representation Expenses
If the transaction relates to representation:
- Select Representation
- Complete the required information:
- 👥 Number of attendees
- 🧑 Names of attendees
- 🎯 Purpose
- 🏢 External company name (for external representation)
✅ The transaction now contains the required representation documentation.
Submit the Report
Once all transactions are completed:
- Review the report
- Submit it for approval
💡 Detailed comments entered when registering the receipt can often be copied directly into the representation fields, saving time.
Add a Receipt to an Existing Transaction
Open the Transaction
If the card transaction has already arrived in Expense:
- Open To Report
- Select the current report
- Open the transaction
✅ You can now attach the receipt.
Attach the Receipt
- Tap the Camera Icon
- Take a photo of the receipt or select an existing image
- Click Save
✅ Expense automatically links the receipt to the selected transaction.
Submit Without Posting
Some organizations allow employees to submit transactions without handling accounting themselves.
Review the Current Report
- Open:
To Report > Current Report
- Verify:
- 📎 Receipt is attached
- 📝 Comments are complete
- ✅ Transaction details are accurate
Submit the Report
- Click Submit
✅ The report is forwarded for approval and accounting.
Benefits of Using Expense with Personal Payment Responsibility Cards
Better Receipt Management
Capture and store receipts immediately after purchases.
Faster Reimbursements
Submit business expenses quickly for approval and repayment.
Private Transaction Handling
Separate personal and business purchases when necessary.
Improved Compliance
Ensure all reimbursable purchases include proper documentation.
💡 Best Practice Tips
Capture Receipts Immediately
Take photos as soon as purchases are made.
Use Private Marking Correctly
Mark personal transactions before submitting your report.
Add Detailed Comments
Comments help approvers understand the purpose of purchases.
Review Before Submission
Confirm all receipts, amounts, and posting information are accurate.
Frequently Asked Questions (FAQ)
What is a corporate card with personal payment responsibility?
It is a company-issued card where the employee pays the card invoice personally and requests reimbursement for approved business expenses.
Can I mark transactions as private?
Yes. Use Private Marking from the transaction menu to exclude personal purchases from reimbursement.
Can I add receipts after the transaction appears in Expense?
Yes. Open the transaction and use the camera icon to attach the receipt.
Do I need to post transactions myself?
It depends on your company's setup. Some organizations allow users to submit reports without posting.
Can I include representation expenses?
Yes. Representation transactions can be posted and documented directly within the app.
Summary
- 💳 Register purchases using your corporate card
- 📷 Capture receipts directly in the Expense app
- ✅ Use automatic receipt scanning
- 🔒 Mark personal purchases using Private Marking
- 📊 Post business transactions according to company guidelines
- 🍽️ Register representation details when required
- 📤 Submit reports for approval and reimbursement
- 🚀 Manage business purchases and personal payment responsibility efficiently with Expense