Documents - Expense
Create expenses from documents and manage receipts automatically
Documents Expense module integrates document management with expense system, allowing creation of expenses directly from receipt images or PDFs.
Documents are automatically attached to expenses and centrally stored in Documents.
Create expense from document
Upload receipts and create expenses directly from Documents without going to Expenses module.
Key points
• Supports OCR (with additional module) to automatically extract information from receipts.
• Can create multiple expenses from multiple documents at once (bulk creation).
Steps
1. Upload receipt image or PDF to Documents.
2. Select document and click Create an Expense.
3. Fill expense information: Product, Amount, Employee, Date.
4. Click Create to create expense.
5. Document will automatically attach to expense.
View documents from expense
Access attached documents from expense form to view original receipt.
Steps
1. Go to Expenses → My Expenses or All Expenses.
2. Select expense to view.
3. Check Document Count field to see number of attached documents.
4. Click Document Count or go to Documents tab to view documents.
Interface terminology
| English | Description |
|---|---|
| Expense | Expense record |
| Create an Expense | Action to create expense from document |
| Document Count | Number of documents attached to expense |
Manage expense documents
Organize and manage expense documents in Documents with folders and tags.
Key points
• Expense documents are saved in Expenses folder (if configured).
• Use tags to classify by expense type (Travel, Meals, Office Supplies).
• Link documents to expenses for quick access from expense form.
• Documents are retained after expense is approved or paid.
Practical tips
Key points
• Upload receipts immediately after expense occurs to avoid forgetting.
• Use OCR (if available) to automatically fill expense information from receipt.
• Create multiple expenses at once from multiple receipts to save time.
• Name documents clearly (e.g., "Hotel_Paris_2024-03-15") for easy searching.
• Use tags to classify expenses by project or department.