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Expense App Onboarding: End-User Guide for Corporate Card Transactions

Getting started with Expense is quick and easy. This guide helps new users set up their account, activate the mobile app, capture receipts, manage corporate card transactions, and submit expense reports for approval. By following these steps, you'll be able to manage your corporate card purchases efficiently while ensuring receipts and accounting information are processed correctly.

 

 

 ✅ Getting Started

Log In to Expense

Your organization has a unique Expense login environment.

  1. Open your company-specific Expense login page.
  2. Enter the username and password provided by your administrator.
  3. Log in to Expense.

✅ Your account is now active.

Download the Expense App

The Expense app is available for:

  • 🍎 Apple App Store
  • 🤖 Google Play Store

Search for:

Expense

and install the app on your mobile device.

✅ You're now ready to connect the app.

Activate Your Account

To connect the mobile app:

  1. Log in to the Expense web portal.
  2. Change your password (recommended).
  3. Navigate to:

My > Settings

  1. Generate a unique registration code using Add Device.
  2. Open the Expense app.
  3. Select Add Device.
  4. Enter the registration code.

✅ Your mobile device is now linked to your Expense account.

Verify Your Email Address

Verifying your email allows you to send receipts directly into Expense.

  1. Open the Expense app.
  2. Select Verify Email Address.
  3. Enter the verification code sent to your inbox.

Once verified, you can send receipts directly to:

receipt@expense.se

or

kvitto@expense.se

 

✅ Receipts are automatically stored in your receipt archive and can later be matched to transactions.

📸 Manage Receipts and Transactions

Capture Receipts Immediately

After making a purchase with your corporate card:

  1. Open the Expense app.
  2. Tap the Plus (+) Icon.
  3. Select Create Purchase.
  4. Take a photo of the receipt.

✅ The receipt is now stored in Expense.

Automatic Receipt Scanning

Expense automatically scans and extracts information such as:

  • 📅 Purchase date
  • 💰 Amount
  • 📊 VAT
  • 🏪 Merchant
  • 📝 Comments

✅ This reduces manual data entry and improves accuracy.

Add Helpful Comments

When creating the purchase, add a comment such as:

  • "Customer meeting"
  • "Hotel during business trip"
  • "Project meeting"

✅ Comments help approvers understand the purpose of the expense.

🔄 Match Receipts to Transactions

Receive Notifications

When your corporate card transaction is imported into Expense:

  • 📱 Push notification sent
  • 📧 Email notification sent

✅ You'll know when the transaction is ready.

Match the Transaction

  1. Open:

To Do > To Account

  1. Select the transaction.
  2. Verify that the receipt has been matched.

✅ The purchase is ready for processing.

📊 Categorize Transactions

Select the Correct Account

If required by your company:

  1. Open the transaction.
  2. Tap Categorize.
  3. Select the correct expense account.

Examples:

  • Travel
  • Meals
  • Office Supplies
  • Accommodation

✅ The transaction is now categorized correctly.

Add Internal Information

Depending on your company's setup, you may also need to select:

  • 📁 Project
  • 📊 Cost Center
  • 🏢 Department
  • 📍 Location

✅ Additional accounting information is recorded.

🍽️ Register Entertainment / Representation Expenses

Select Representation

If the purchase relates to entertainment or representation:

  1. Choose Representation during categorization.
  2. Select the appropriate type.

Examples:

  • Internal Representation
  • External Representation

Enter Required Information

Provide:

  • 👥 Number of attendees
  • 🧑 Names of attendees
  • 🎯 Purpose of the meeting

For external representation:

  • 🏢 Company name

✅ The transaction meets documentation requirements.

🧾 Submit Expense Reports

Review Your Report

Once all transactions have been categorized:

  1. Open the report.
  2. Verify:
    • Receipts
    • Comments
    • Accounting information

✅ The report is ready for submission.

Submit the Report

  1. Tap Submit

✅ The report is sent to your manager, approver, finance team, or payroll department.

✅ Review and Approve Reports

For Approvers

If you are an approver:

  1. You'll receive:
    • 📱 Push notifications
    • 📧 Email notifications
  2. Open:

To Review

  1. Check:
    • Receipts
    • Comments
    • Accounting information
    • Supporting documents

Approve or Reject

Choose:

  • ✅ Approve
  • ❌ Reject

If rejected, add a comment explaining what needs to be corrected.

✅ The employee receives feedback immediately.

🖥 Use the Web Portal

If you prefer working on a computer, you can access the Expense web portal to:

Manage Receipts

  • Upload receipts
  • Review receipt archives
  • Attach supporting documents

Manage Transactions

  • Categorize expenses
  • Review accounting information
  • Track transaction status

Submit and Review Reports

  • Submit expense reports
  • Approve reports
  • Review historical reports

✅ All functionality is available through the web portal.

💡 Best Practice Tips

Photograph Receipts Immediately

Capture receipts as soon as purchases are made to avoid losing documentation.

Add Meaningful Comments

Clear comments simplify approvals and accounting reviews.

Verify Your Email Address

Forward digital receipts directly into Expense for easier receipt management.

Review Reports Before Submission

Check receipts, comments, and accounting information before submitting.

Frequently Asked Questions (FAQ)

Do I need to wait for the card transaction before photographing the receipt?

No. Capture receipts immediately after the purchase. Expense will match them later when the transaction arrives.

Can I use the web portal instead of the mobile app?

Yes. Expense can be used via both the mobile app and the web portal.

Why should I verify my email address?

Verified email addresses allow you to forward digital receipts directly into Expense.

What happens after I submit a report?

The report is sent to the appropriate approver, administrator, payroll team, or finance team.

Can I review old reports?

Yes. Historical reports can be viewed under My Reports.

Summary

  • ✅ Log in using your company-specific Expense portal
  • 📱 Download and activate the Expense app
  • 📧 Verify your email address for digital receipt handling
  • 📷 Capture receipts immediately after purchases
  • 🔄 Match receipts to corporate card transactions
  • 📊 Categorize expenses and complete required accounting information
  • 🍽️ Register representation details when needed
  • 🧾 Submit reports for approval
  • 🚀 Manage corporate card expenses quickly and efficiently with Expense