Tracking expenses in New Expensify allows you to save receipts and costs for your own records, without sending them for approval or reimbursement. This is useful if you’re:

• Monitoring personal spending
• Logging out-of-pocket business expenses for future use
• Storing receipts you’re not ready to submit yet

Use this guide to create expenses that stay in your account for later reference.

How to Track an Expense Without Submitting

There are two ways you can create an expense that stays in your records but isn’t submitted:

SmartScan a Receipt

On mobile:

1. Tap the green camera button and take a photo of the receipt or upload from gallery.
2. Choose yourself under Personal.
3. Add details like description, category, tags, and tax.
   • Members with a default workspace will see expense fields that mirror their workspace’s rules.
   • Members without a default workspace will see the expense fields: Amount, Description, Merchant, Category, Date, Report.
4. Tap Create expense.

On desktop:

1. Click the green receipt button and drag and drop the receipt or click Choose files to upload.
2. Choose yourself under Personal.
3. Add details like description, category, tags, and tax.
   • Members with a default workspace will see expense fields that mirror their workspace’s rules.
   • Members without a default workspace will see the expense fields: Amount, Description, Merchant, Category, Date, Report.
4. Click Create expense.

💡 Note: Other ways to SmartScan receipts include:

• Forward your digital receipts to receipts@expensify.com.
• Text a photo of your receipts to 47777 (US numbers only). Just make sure you add your phone number to Expensify.

Manually Add an Expense

On mobile:

1. Tap the green camera button.
2. Select Manual.
3. Enter the amount and currency, then tap Next.
4. Choose yourself under Personal.
5. Add optional fields like category, tags, or description.
   • Members with a default workspace will see expense fields that mirror their workspace’s rules.
   • Members without a default workspace will see the expense fields: Amount, Description, Merchant, Category, Date, Report.
6. Tap Create expense.

On desktop:

1. Click the green add receipt button.
2. Select Manual.
3. Enter the amount and currency, then click Next.
4. Choose yourself under Personal.
5. Add optional fields like category, tags, or description.
   • Members with a default workspace will see expense fields that mirror their workspace’s rules.
   • Members without a default workspace will see the expense fields: Amount, Description, Merchant, Category, Date, Report.
6. Click Create expense.

Where to Find Tracked Expenses

After creating an expense, go to Spend > Expenses to find it. Use the filters to search for the expense if it isn’t immediately visible.

After tracking an expense, it also appears in an Expense Chat in the left-hand navigation menu.

What You Can Do With Tracked Expenses

When you create a tracked expense, Concierge will show an actionable message with options in the Expense Chat:

• Submit it to someone – Send it for approval or reimbursement.
• Nothing for now – Leave it stored for later.

If you belong to a workspace, you can also click into the expense to:

• Categorize – Assign to a workspace category.
• Share with your accountant – Give access to financial contacts.
• Move expense(s) – Add the expense to an existing report or create a new report on the spot.

FAQ

Can I edit an expense after tracking it?

Yes! Open the expense from Spend > Expenses or your expense chat, then click into it to edit any field.

Why can’t I find my expense?

Make sure you’re filtering by the correct date or amount. You can easily find unsubmitted expenses in the Expense Chat in your Inbox, under the navigation tabs.