Towards the end of October 2026, you will notice a refreshed look and feel across the Expenses pages.
These updates are designed to make the system easier to navigate, with a cleaner, more visual, and more modern design that helps you find what you need more quickly.
There are no changes to how you complete your usual tasks, such as adding your expenses, or submitting an expense claim, except for how you navigate the menu options.
The design changes apply only to the desktop version of Expenses. The mobile app is not being changed.
Options for Adding a New Expense
Options from the Home Page:
To make a claim for an expense item for which you have a receipt you now have 3 options.
- Click on the Add New Expense button
- Navigate to your existing Current Claims
- Use a receipt in the Receipt Wallet
Each of these options is described in more detail below.
Option 1 - Add New Expense
Select Add New Expenses from the Home Page.
You will be directed to Add Expense page for your current claim to allow you to record the specific details of the expense you have incurred.
Skip down to the Expense Item General Details section below.
Option 2 - Navigate to Existing Current Claim
Notice the new Current Claims tile at the top of the page.
Click on the Current Claims tile.
You will be directed to the Current Claims screen.
Select the current claim you would like to add your expenses to by clicking on the Claim Name link.
You will be directed to the Claim View page where you can add your expense item details.
Select New Expense from the Page Options menu.
You will be directed to Add Expense page for your current claim to allow you to record the specific details of the expense you have incurred.
Skip down to the Expense Item General Details section below.
Option 3 - Add the Expense From a Wallet Receipt
The Receipt Wallet has been added to the new version to provide you with consistency with the mobile app that you are already familiar with.
Click on the Upload Receipt button to upload a copy of your receipt to the wallet.
Provide a name for your receipt for your own reference.
If you have more receipts, continue adding your receipts to the wallet.
When you upload your receipt into the wallet, the system will automatically send the receipt for OCR processing. A green icon shows when processing has completed.
OCR processing will try to determine the date you incurred the expense, the currency, the total, and the amount of VAT. This may depend on the quality of your receipt.
The information determined by OCR can be accessed through the information icon.
Click on the receipt for the item you want to add to your claim.
You will be directed to Add Expense page for your current claim where the details determined by OCR processing will already be filled in for you.
Skip down to the Expense Item General Details section below to complete the remaining details for your expense item.
Expense Item General Details
Your system configuration will determine whether or not you need to provide information in each of the following fields.
If you do not see one or more of the fields described below don’t worry, your organisation has determined that they do not need you to enter the information and, in this case, the fields do not display.
| Field | Description |
|---|---|
| Date of Expense | Enter the date that the expense was incurred. This is a mandatory field. |
| Organisation / Address Name / Company Visited | Specify the organisation that the expense was incurred for. For example, if you are adding a parking receipt expense for visiting another company or organisation, enter the details of where you visited. Click in the field and type the organisation that you want to add. If the organisation you have typed is not present within your system, a pop-up will appear asking you if you’d like to save. Alternatively, click the magnifying glass to search all existing saved organisations within your system. |
| Reason | Select the reason for incurring the expense by selecting an option from the list of available reasons. |
| Country | Select the country that the expense was incurred in. This will default to your Primary Country or residence set within your employee record. |
| Currency | Select the currency that was used to pay for the expense. This will default to the Primary Currency set within your employee record. If you select another currency, the exchange rate will display against your Primary Currency. Your system configuration will determine whether or not you can edit this exchange rate. |
| Department | If required, select a department to assign the expense to. |
| Cost Code | If required, search for a cost code to assign the expense to. |
| Project Code | If required, select a project code to assign the expense to. |
| Other Details | Provide any other details such as a brief explanation of the claim. |
Complete the details for your claim in the General Details section at the top of the Add Expenses page.
Expense Item Specific Details
Select the type of expense you want to claim and for which you have a receipt by typing in the Expense Item box.
This way of specifying your expense item is to enable the expense to be added from the receipt wallet image whilst also allowing the two original methods of adding an expense to the claim.
This is now aligned with how you select your expense item via the mobile app giving you a consistent approach no matter whether you use the app or the desktop version.
You can make a selection by searching by item or category, for example, “Train Ticket” or “Travel”.
Provide the relevant details for the expense matching to your receipt:
If you want to add another expense item for the same day select this in the Expense Item box in the same way.
The first item container will close, and the new one will be open ready for you to enter your details.
Continue to add the expenses that you incurred on the same day.
When you have entered all your items for the claim date showing at the top of the page, click on Save to add the item(s) to your current claim.
If you have not completed a mandatory field, or if you have not entered a value for an item you selected, a message will be displayed to allow you to correct this as in the following example.
If you didn’t enter the expense item value, select Cancel from the message and then provide the Total for your expense.
Once all the details are provided, the Save option will add the item(s) to your current claim.
The Claim Details page displays providing you with a summary of all the items you have added to your Current Claim for which you want to be reimbursed.
Note that if your organisation does not require you to provide VAT details your display may not include Net or VAT columns, for example:
Managing the Expense Item Receipt
Receipt First
If you selected to add the expense item to your current claim by using a receipt from the wallet, the receipt will already be attached to your expense item, and you don’t need to take any further action. Go to the Viewing the Expense Item Receipts section below.
Expense Item First
If you have added an expense item to your current claim using the Add Expense option or after navigating to your current claim you will need to upload a copy of the receipt. Go to the Uploading a Receipt to the Saved Expense Item section below.
Uploading a Receipt to the Saved Expense Item
From the Current Details summary page, click on the icon to Manage Receipts.
Add a copy of your receipt in the normal way by clicking on the icon.
Click Save to save the receipt images.
Viewing the Expense Item Receipts
From the Current Details summary page, click on the icon to Quick View Receipts.
The image will display on the screen.
Summary of Options for Adding an Expense with a Receipt
There are 3 options to add your expense item to your current claim, and you can choose the option you prefer.
Options include:
- Option 1 - Click on the Add New Expense button
- Option 2 - Navigate to your existing Current Claims
- Option 3 - Use a receipt in the Receipt Wallet
Option 1 navigates you directly to your current claim and allows the expense item details to be entered following which you can upload the receipt against the item.
Option 2 involves more clicks to navigate to the current claim but then follows the same path as option 1.
Option 3 is new but probably the easiest to use since there are fewer navigational clicks and fewer details to enter. Selecting the image from the wallet directs you straight to the current claim where some of the details are already populated, and, when you complete and save the remaining expense item details, the receipt is already attached to the item for you.
