Managing Continuous Transaction Deliveries in Expense
Starting in November, all of our banking partners support continuous transaction deliveries to Expense. This means users can begin managing their purchases shortly after they are made, instead of waiting until the corporate card invoice is generated. The new process provides better visibility, faster receipt handling, and reduces administration at the end of each billing period.
What Are Continuous Transaction Deliveries?
Previously, many card transactions only became available in Expense once the card invoice was issued by the bank.
With continuous transaction deliveries:
- 💳 Transactions are imported continuously into Expense
- 📷 Receipts can be matched shortly after a purchase
- 📊 Purchases can be booked and accounted for on an ongoing basis
- ✅ Reports can be prepared before the invoice arrives
👉 The result is a smoother reporting process for both users and administrators.
Corporate Cards Register Receipts Immediately After Purchase
When a user makes a purchase with their corporate card, the receipt should be handled as soon as possible.
Recommended Process
- 📷 Take a photo of the receipt in the Expense app
- 📧 Or email the receipt to Expense
- 📎 The receipt is automatically saved in the user's Receipt Archive
✅ The receipt is then ready when the transaction is imported.
Manage the Transaction When It Arrives
When the bank sends the transaction to Expense:
- 📥 The transaction is imported
- 🔔 The user receives a notification
- 📷 A matching receipt can be connected
- 📊 The purchase can be booked and categorized
✅ Reports can be prepared continuously throughout the billing period.
When the Invoice Is Created
At the end of the billing period:
- 🏦 The bank generates the invoice
- 📥 The invoice is delivered to Expense
- 🔔 The user receives a notification
- ✅ If all transactions have already been handled, the report can be submitted immediately
👉 This significantly reduces month-end administration.
Corporate Liability Private Cards (FUP) and FiF Cards Handle Receipts the Same Way
For FUP and FiF cards, it is also recommended that receipts are:
- 📷 Photographed immediately
- 📧 Emailed to Expense
- 📎 Saved in the Receipt Archive
✅ Documentation is ready when the transaction arrives.
Continuous Transaction Management
When transactions are delivered:
- 📥 The transaction is imported
- 🔔 The user receives a notification
- 📊 The purchase can be booked
- 📎 The receipt can be matched
✅ Users can submit reports continuously during the billing period.
Get Reimbursed Faster
Because transactions arrive continuously, users with personal payment responsibility can:
- 💰 Submit reports earlier
- ✅ Receive reimbursement faster
- 📊 Avoid waiting for the end of the billing cycle
Combine with Bank Payments
To further streamline the process, your organization can enable:
🏦 Bank Payments in Expense
This makes it possible to:
- 💰 Pay approved reimbursements directly
- ✅ Automate the reimbursement process
- 📊 Reduce administration
👉 Particularly beneficial for users with personal payment responsibility.
If You Prefer to Keep Your Current Process
Organizations can still follow their existing procedures.
If you prefer users to wait until the invoice has been created, you can:
- 📢 Inform users of your internal routines
- 📄 Continue submitting reports after invoice delivery
✅ Expense supports both workflows.
Report Naming Before the Invoice Is Created
When transactions are delivered before the invoice exists, the report receives a temporary name.
Example
Plain Text
Example:
Plain Text
✅ This indicates that the card invoice has not yet been generated.
When the Invoice Arrives
When the bank sends the invoice to Expense:
- 📄 The temporary report name is updated
- 🔢 The invoice number becomes the report name
✅ The report then uses the same reference as the card invoice.
For Administrators Filter Invoiced and Uninvoiced Reports
If you want to separate reports that have not yet been invoiced:
Step-by-Step
- Navigate to Reports > List All
- Select the Invoiced / Uninvoiced filter
- Choose:
- 📄 Invoiced
- 📥 Uninvoiced
✅ This provides a clear overview of which reports are ready for processing.
Benefits of Continuous Transaction Deliveries ⚡ Faster Processing
- Transactions appear sooner
- Receipts can be attached immediately
- Reports can be prepared continuously
📷 Better Receipt Quality
- Receipts are registered while the purchase is still recent
- Fewer receipts are lost
📊 Reduced Administration
- The workload is spread throughout the month
- Fewer transactions need to be handled at once
✅ More Efficient Approval Workflows
- More complete reports
- Shorter processing times
- Faster approval cycles
Frequently Asked Questions (FAQ)
Do users need to wait for the invoice before booking purchases?
No. Transactions can be processed as soon as they are delivered to Expense.
Can FUP and FiF card users submit reports continuously?
Yes. Users can submit reports throughout the billing period without waiting for the invoice.
What does "Uninvoiced" mean on a report?
It means that the card issuer has not yet generated the card invoice.
Can administrators filter out uninvoiced reports?
Yes. Use the Invoiced / Uninvoiced filter in Reports > List All.
Summary
- 💳 All banking partners now support continuous transaction deliveries
- 📷 Receipts can be attached immediately after purchase
- 📊 Purchases can be booked before the invoice arrives
- 💰 FUP and FiF users can receive reimbursement faster
- 📄 Uninvoiced reports are clearly identified in the system
- 🚀 A smoother and more efficient process for both users and administrators