Using the Card Expenses Management Tab
All expenses from your linked Swan account appear in the Expenses Management tab. Activate the feature and start managing transactions as they occur.
How to Justify an Expense
Access the Expense: Open the card Expenses Management tab in the account payable module to locate an expense pending receipt justification.
Upload Receipt: Attach a receipt file, ensuring it’s in PDF format.
Verify OCR Info: Review the pre-filled fields (amount excluding taxes, billing date, receipt number) extracted by OCR. If information is missing, fill it manually.
Validate the Entry: Click Verify to confirm the expense or use Justify to upload and match the receipt with the transaction.
Managing Receipt Actions
Reject: If a receipt is invalid, use Reject this receipt. An email automatically prompts the card holder for a new receipt.
Cancel a Reject: If you change your mind, click on the three dots next to the receipt and on Cancel rejection.
Delete: Remove a receipt to replace it with another file.
Additional Actions: Add a note/memo, assign a cost center, or specify a nature expense to enrich your expense record.
Batch Actions for Efficiency
Download Report: Generate an Excel file with essential expense details (payment date, amount, receipt status, etc.).
Download Report with Receipts: Create a zip file including both the Excel report and all associated receipts.
Bulk Cost Center Assignment: Apply a cost center to multiple expenses simultaneously.
OCR Processing Overview
Automatic Extraction: Every uploaded receipt is analyzed by OCR, which extracts key details.
Processing State: During analysis, actions (verification, export, downloading receipts) are temporarily disabled.
Manual Override: If OCR processing is too slow, you can skip it and manually enter the missing information.
Automatic Receipt Matching
Unique Matching: When a receipt comes in via email and its amount matches a unique expense, it is automatically used for justification.
Matching Criteria: The system matches receipts using the amount (value + currency) only.
Avoid Duplicates: Ensure emails contain only one receipt per expense amount for successful matching.
Email Receipt Collection
Forward Receipts: Send your PDF receipts to your dedicated email address (xxx@spend.agicap.com).
Centralized Processing: Collected receipts appear in the Agicap web app after OCR processing.
Manual Management: You can delete or re-use these receipts to justify expenses at any time.
Notifications Management
Setup Reminders: In Settings on the top right button > Card Expenses, notifications, manage notifications for all your card holders.
Options Available: Choose between Justification Request and Automated Reminders, or use both to ensure timely receipt uploads.
Customization: Tailor settings to avoid notification overload, especially for cards with multiple daily transactions.
Working with Mock Data
Testing the Process: Activate mock data from the Back Office to simulate all expense actions without affecting real data.
Availability: The complete range of expense actions is usable on mock data.
Important: Once deleted, mock data (including receipts) cannot be retrieved.
💡 Tips
Review OCR Details: Always double-check pre-filled details after OCR processing.
Unique Receipt Matching: For automatic matching, ensure each email contains only one receipt per unique expense amount.
Customize Notifications: Adjust reminder settings based on your transaction frequency to prevent over-notification.
Use Batch Actions: Save time with bulk downloads and cost center assignments for multiple expenses.
FAQ ❓
How do I verify a receipt?
After uploading a receipt, review the OCR-extracted details. If everything looks correct, click Verify to validate the expense. If any information is missing, fill in the fields manually before verification.
What happens if OCR processing takes too long?
If the OCR analysis delays, you can choose to skip it. In this case, the fields for amount, billing date, and receipt number will remain empty, and you’ll need to enter the details manually to ensure accurate accounting.
How does automatic receipt matching work?
Receipts collected by email are automatically matched based on amount and currency. The system only performs a match when a unique expense amount exists. If multiple expenses share the same amount, auto-matching will not occur.
Can I manage notifications for each card holder individually?
Notifications are managed globally from Settings > Card Expenses. You can choose between Justification Request and Automated Reminders for all card holders but cannot differentiate settings per individual card.
What should I do if a receipt is rejected but later becomes valid?
If a receipt is rejected, it remains attached to the expense and appears in the collected receipts list. You can cancel the reject using the Cancel rejection action to revalidate the receipt for justification.