🌐 Web 📱 Mobile | 👤 Submitter
Create an expense report
In the Yokoy mobile app and the Yokoy web app, you can create expense reports for expenses paid with a company card.
Mobile app
Open the Yokoy mobile app and tap the three vertical dots symbol in the lower right corner.
Choose how you’d like to create the expense report. This can either be done by taking a picture by tapping Open camera, by uploading a photo from the gallery or a document by tapping Add receipt, or as an expense report without receipt by tapping New receiptless expense.
Web app
Open the Yokoy web app and determine how you’d like to create the expense report. This can either be done with a file upload with the paperclip icon, or as an expense report without receipt with the note icon. You can find both of these icons either on the top of your screen in the My tasks menu, or on the left taskbar.
Validate the expense information
The next step is to validate all the expense information. To do this, open the draft expense and check the following fields.
✏️ Note
Some fields are required, meaning you will not be able to submit the expense if they are left empty.
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. In this case, you select Company card. To learn more about the different payment methods, see Different payment methods in Yokoy |
Company card | Required | Here you must specify which card you use to pay for the expense. |
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. |
Delete, save or submit the expense report
After filling out all required information, there are three options how to proceed:
Click Delete if you want to delete the entire expense report.
Click Save if you want to save the expense report and come back at a later time to finalize it.
Click Submit if you want to submit the expense report.
You can find your submitted expenses in Submitter > Single expenses menu in the web app or in Expenses > Submitted in the mobile app.
Until exported and paid out, you may be able recall the expense, change it and resubmit it.
For more information on expense notifications or statuses, see Notifications in expenses and Different statuses in Yokoy.