🌐 Web |📱 Mobile | 👤 Submitter
With Yokoy, you can upload a file that can be used to generate an expense. Yokoy AI extracts data from the file and automatically fills out key fields such as amount, currency, description, etc.
Upload picture or PDF
In the Yokoy mobile app and the Yokoy web app, you can create expense reports by simply uploading a file. Only files in the following formats are supported:
JPEG
PNG
PDF
Mobile app
Select the vertical buttons symbol in the lower right corner. Then, click Add receipt to upload a file, or take a photo of it by clicking on the camera button. When you click Add receipt, you can either choose a photo from your photo gallery or select a file. Make sure that the file is properly uploaded and processed before opening it. This might take a couple of seconds depending on the network connection.
After processing, the draft expense report is saved in the My tasks menu.
Web app
Open the Yokoy web app and select the paperclip icon on either the top of the screen in the My tasks menu, or on the left taskbar, and select a file to upload. Please make sure that the file is properly uploaded and processed.
This might take a couple of seconds depending on the network connection.
After the file has been processed, Yokoy automatically creates a draft expense with the extracted information. You can find it in the Submitter > Single expenses or My tasks menus.
Validate and edit the expense information
The next step is to validate all the expense information, editing any information that isn’t correct. To do this, open the draft expense and check the following fields:
Field | Required? | Description |
Description | Required | Description of the expense. Usually, Yokoy AI pre-fills this field with the merchant's name or another text that is extracted. |
Category | Required | The category this expense falls in to. On mobile, you'll find this field below the Participants field. |
Expense country | Required | The country where the expense was incurred. |
Receipt currency | Required | The local currency in which the expense was paid. |
Total amount | Required | The full amount as shown on the receipt. |
Additional charges | Optional | If you need to add an additional charge (e.g., a tip). See Reflect a tip or gratuity on my expense report. |
Expense payment date | Required | The date on which the expense was incurred. |
Payment method | Required | The payment method shows how you paid for an expense. To learn more about the different payment methods, see Different payment methods in Yokoy. |
Company card | Required | If you paid for an expense with a Company card, you must specify which card the transaction occurred on. |
Participants | Required | By default, you are added as a participant. However if the receipt covers the expenses of multiple people, such as for a business lunch, you can add participants accordingly. |
Cost objects | Required | The cost object this expense belongs to. Depending on your company setup, you may or may not see this field. |
Additional categories | Optional | If your company has configured additional categories for you to classify your expense in, you can select them here. |
Trip | Optional | 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 | Optional | Add additional documents if necessary. |
Comment | Optional | Include a comment if necessary. |
✏️ Note
If you leave the required fields empty, you cannot submit the expense.
Delete, save or submit the expense
After filling out all required information, you can:
Click Delete if you would like to delete the entire expense.
Click Save if you want to save the expense and come back at a later time to finalize it.
Click Submit if you want to submit the expense.
You can find your submitted expenses in Submitter > Single expenses.
Until exported and paid out, you may be able to recall the expense report, change it and resubmit it if your company allows it.
For more information about expense warnings and statuses, see Notifications in expenses and Different statuses in Yokoy.