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How can I submit an expense report with a picture?

You can easily and conveniently submit your expense report by taking a photo of your receipt with your mobile app.

Yokoy Team avatar
Written by Yokoy Team
Updated over a month ago

The content of this article applies to our mobile app.

Step 1: Take a picture of the receipt

In the Yokoy mobile app, you can create expense reports just by taking a picture of your receipt. To do so, open the Yokoy mobile app and and select the blue "+" symbol in the lower right corner.

Then, click on the photo-icon to take a picture of your receipt. Please make sure that the picture is properly uploaded and processed. This might take a couple of seconds depending on the network connection.

Note: This option is only available on the Mobile App.

After the picture has been processed, Yokoy automatically creates a draft expense report with the extracted information and saves it in the Expenses / My tasks menu in the mobile app. From this point onward, it is also available in the web app in the Submitter / Single expenses or My tasks menus.

Step 2: Validate the expense information

The next step is to validate all the expense information. Open the draft expense report and check the following fields:

Note: The fields marked with an asterisk indicate required information, and if left empty you will not be able to submit the expense report.

  • Business purpose / description*: By default, the vendor name

  • Expense country*: The country where the expense was incurred

  • Receipt currency*: The local currency in which the expense was paid

  • Total amount*: The full amount as shown on the receipt

  • Additional charges: If you need to add an additional charge, such as a tip, please check out this article

  • Expense payment date*: The date on which the expense was incurred

  • Payment method*: The payment method shows how you paid for an expense. To learn more about the different payment methods, please check out this article

    • Company card*: If you paid for an expense with a Company card, you must specify which card the transaction occurred on

  • Number of participants*: By default, 1, however if the receipt covers the expenses of multiple people, such as for a business lunch, you can adjust the number of participants accordingly

  • Category*: The category this expense falls in to

  • Cost objects*: The cost object this expense belongs in

  • Additional categories: If your company has configured additional categories for you to classify your expense in, you can select them here

  • Trip: If the expense is part of a business trip, you can add it to an existing trip report with the Add to trip field

  • Add supporting documents: Add additional documents if necessary

  • Comment: Include a comment if necessary

Step 3: Delete, save or submit the expense report

After you have filled out all required information you have three options how to proceed:

  1. Click on Delete if you would like to delete the entire expense report

  2. Click on Save if you want to save the expense report and come back at a later time to finalize it

  3. Click on Submit if you want to submit the expense report

You can find your submitted expenses in Submitter / Single expenses menu. Until exported and paid out, you can at any time recall the expense report, change it and resubmit it.

You can find further information about expense warnings in this article, as well as an overview of expense statuses here.

Now, you can successfully submit expense reports with pictures!

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