🌐 Web 📱 Mobile | 👤 Submitter, Finance
You may want to add additional information to your expenses, mileage claims, and per diems to justify the expense. You can do this by adding supporting documents as attachments. Supporting documents are always optional. Yokoy does not perform any checks to determine users have uploaded a document.
You can export these supporting documents as well as receipts when exporting expenses. In addition, depending on your integration, you may be able to send them to your finance system, in addition to the original receipt file (if applicable).
Yokoy lets you upload these file types:
PDF
JPEG
PNG
XML
By default, you can only upload PDF and image files. However, admins can choose to allow users to upload XML files.
You can upload up to three documents per expense, with a maximum file size of 5MB. To confirm the upload, you must save the expense. Otherwise, any uploaded documents will be lost.
Uploading supporting documents
Submitters can attach supporting documents to expenses (receipt, without a receipt, per diem & mileage) to provide proof of claim or other related information that may be relevant.
Finance users can only upload or delete supporting documents if additional permissions are granted to edit expenses, per diems and mileage. Otherwise, they can only view supporting documents.
Exporting attachments
Submitters, managers and finance can download any attachments from the expense at any time by clicking on the filename.
Depending on the integration, supporting documents can be exported with the expense data. Exported expense attachments can be accessed in three ways:
Export log: if Export attachments has been enabled, attachments are compiled in a compressed file for all exported expenses and can be downloaded from the export log.
Yokoy API: in the specific Expense attachments endpoint. The response returns a redirect URL where the attachment can be downloaded. The link expires after 15 minutes for security.
Yokoy and third-party integration: Some integrations import these attachments directly in the third-party system. Check for your specific integration.
ZIP file containing all supporting documents for exported expenses