🌐 Web |📱Mobile | 👤 Submitter
When making a payment with your company card, a transaction is created and automatically imported into your Yokoy account. You need to match the transaction with the corresponding expense.
To match card transactions with your expenses:
Add an expense
After you made a payment with your company card, upload your receipt by clicking the paperclip icon. Click on the automatically generated expense and check all data.
In the Payment method field, make sure to select Company card.
A new field appears in which you must select the company card you used for the payment. Once you have finished editing your expense, click Submit.
✏️ Note
You don't have a receipt? Depending on your company policies, you may be able to submit a card expense report without a receipt by clicking the Notepad icon.
Viewing transactions
As you submit your card expense report, the corresponding card transaction is imported into your Yokoy account. It appears both in Submitter > Card transactions, and in My Tasks, in the Transactions tab when you select the card in the dropdown menu.
✏️ Note
Depending on the type of connection between your card provider and Yokoy, it may take a while until card transactions are visible.
Automatic matching in Yokoy
After submitting your card expense report, Yokoy automatically matches imported transactions against expenses.
Yokoy matches transactions regardless of when the transaction was imported. This means that you can submit your card expense report at any time, regardless of whether the corresponding transaction is already visible in Yokoy or not.
As soon as the transaction appears in Yokoy, Yokoy automatically matches it to corresponding expense reports.
✏️ Note
Only card expense reports that have been submitted can be matched with a card transaction.
At this point, no further actions are required from you.
Verify matching
To verify that a transaction has been successfully matched with a card expense report, there are three options:
Submitter > Card transactions: select the correct card from the dropdown menu.
My Tasks > Transactions tab.
Submitter > Single expenses: In the Matching status column, you can view whether matching has been successful.
The matching statuses of the expense can be:
Matched: The expense has been matched with the corresponding transaction.
Not matched: The expense is missing the corresponding card transaction or vice versa.
Private: No company card was used as a payment method.
💡 Tip
If you or Yokoy has matched the card transaction to your expense, there are certain fields you can't edit (e.g. amount, currency, country) as they are used for linking the expense to the card transaction.
If you need to adjust one of these fields in your expense, you must unmatch it from the card transaction before you can edit it.
If a transaction shows the Matched status (i.e. it has already been matched with a card expense), then the status of the corresponding card expense is also visible. This lets you track the status of the card expense report in the approval process. If this is the case, no further actions are required from you at this point.
For all transactions with the Not matched status, one of two cases has occurred:
You haven’t yet submitted the corresponding expense report; so automatic matching hasn’t taken place yet.
You have submitted the corresponding expense report; however, the automatic matching failed (for example, maximum allowed deviation between the total amount of the transaction and the expense report was exceeded).
If automatic matching has failed, you need to match the expense with the card transaction manually.
Perform manual matching (optional)
Generally, card transactions are automatically matched to card expense reports. However, there are cases where automatic matching fails. In these instances, the transaction and expense must be matched manually.
To manually match transactions with expenses, see Getting started with the Expense Matcher.
💡 Tip
If you are still unable to match a transaction, check out Why is the automatic matching not working?