The content of this article applies to both our mobile app and our web app.
Step 1: Upload a picture or PDF of the receipt
In the Yokoy mobile app and the Yokoy web app, you can create expense reports just by uploading a receipt.
Note: Only files in the following formats can be uploaded: .jpeg, .png and, in the web app, .pdf
In the mobile app:
Open the Yokoy mobile app and and select the blue "+" symbol in the lower right corner.
Then, click on the paperclip-icon 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 processing, the draft expense report will be saved in the Expenses / My tasks menu.
In the 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 report with the extracted information. You can find it 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
Category*: The category this expense falls in to. On mobile, you'll find this field below the Number of participants field
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
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:
Click on Delete if you would like to delete the entire expense report
Click on Save if you want to save the expense report and come back at a later time to finalize it
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 through a file upload!