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Create (add) an expense

Learn how to create, or add, an expense using the platform

Written by Anna Allen

Purpose

This article describes how to create an expense.

Audience

This article applies to all expense management users.

Overview

To learn about the platform’s expense management overall, review our Managing expenses user guide.

Create (add) an expense

To add expenses in the platform, you add your receipts.

Prerequisites

In order to submit a reimbursable expense on an expense report, first add your bank account for reimbursements. Otherwise, you will be blocked from submission.

Add an expense (web app)

  1. Add a receipt in one of the following ways:

    1. From the Dashboard: If you don’t have any active expenses to show on the Dashboard, an Add an expense button (Figure 1) appears in the My Expenses & Reports section. Select Add an expense. > Select the type of expense you want to add.

      Figure 1. Web app, Dashboard page with Add an Expense button outlined

      Figure 1. Add an expense with Add an Expense button (web app)
      ​

    2. From the Dashboard: Select the plus sign at the top-right of the My Expenses & Reports section (Figure 2). > Select the type of expense you want to add.

      Figure 2. Web app, Dashboard page with Add an Expense plus sign outlined for emphasis

      Figure 2. Add an expense with plus sign (web app)

    3. From the navigation menu > Select Expenses & Transactions > Add. > Then in the QuickScan section, add a receipt. Or, in the Manual Expense Entry section, select the type of expense you want to add (Figure 3).

      Figure 3. Web app, Expenses & Transactions page not showing any active expenses and showing an Add Expense menu on the right side of the page

      Figure 3. Add an expense from Expenses & Transactions page (web app)

  2. This brings up an Expense Details page (Figure 4). Complete the fields, including adding a photo of the expense receipt if you haven’t added it already.

    Figure 4. Expense Details page showing various fields, including an Add Photo Receipt section on the right side of the page

    Figure 4. Expense Details page (web app)
    ​

  3. Once you’ve added a receipt image, an Add More button appears below the uploaded image. Select Add more to add additional receipts if needed. You can also itemize the receipt if needed. (Refer to the “Split an expense” section of this article.)

  4. Select Create Expense.

(Alternative) Add an expense from an expense report (web app)

You can also create an expense report first and then add expenses to the report. Take the following steps:

  1. From the navigation menu, select Reports > Create Report (Figure 5).

    Figure 5. Reports page showing the Open reports tab with the Create Report button in the top-right corner of the page

    Figure 5. Reports page Create Report button (web app)
    ​

  2. Add a report name and select Add to confirm the report creation. This opens up the report page.

  3. Select Add at the bottom-left of the page to add a new expense to the report. This opens the Add Expense dialog.

  4. Select the type of expense you want to add.

  5. This brings up an Expense Details page (Figure 4). Complete the fields, including adding a photo of the expense receipt if you haven’t added it already. 

  6. Once you’ve added a receipt image, an Add More button appears below the uploaded image. Select Add more to add additional receipts if needed. You can also itemize the receipt if needed. (Refer to the “Split an expense” section of this article.)  

  7. Select Create Expense.  

Split an expense (web app)

If you need to split an expense by department, category, or other factors, take the following steps from the Expense Details page:

  1. Select Split Expense (Figure 6). This brings up a Split Expense dialog (Figure 7).

    Figure 6. Expense Details page on the web app, emphasizing the Split Expense button

    Figure 6. Split Expense option on Expense Details page (web app)
    ​

    Figure 7. Split expense dialog on the web app showing two splits

    Figure 7. Split Expense dialog (web app)
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  2. Complete the split expense fields to select which departments should be charged for the expense, and for how much (that is, what percentage or dollar amount of the expense) (Figure 8). Note: When you add the Split Percentage for a split, the Split Amount automatically populates. Or, alternatively, if you add the Split Amount for a split, the Split Percentage automatically populates. If your splits do not add up to the total expense amount, a notification will inform you of the discrepancy.

    Figure 8. A gif showing the Split Expense workflow on the web app

    Figure 8. Split expense workflow gif (web app)
    ​

  3. Select Add split to add additional splits as needed.

  4. To save the split, select Done.

  5. Make additional changes to the expense details, if needed, and select Save Expense.

Add an expense (mobile app)

  1. Add a receipt in one of the following ways from the mobile app Expenses & Transactions page:

    1. Select Add Expense (Figure 9 and Figure 10). This brings up an Add Expense menu with several options (Figure 10).

      Figure 9. Expenses & Transactions page, mobile app, showing no expenses and, instead, a “Track Your Expenses” message and Add Expense button

      Figure 9. Expenses & Transactions page with no expenses (mobile app)
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      ​

      Figure 10. Add Expense menu on the mobile app

      Figure 10. Add Expense menu (mobile app)
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      1. If you’ve already added at least one expense, a + Add button appears rather than an Add Expense button (Figure 11). Select the + Add to open the Add Expense menu.

        Figure 11. Mobile app, Add an Expense + Add button at the bottom-left of the screen

        Figure 11. Add an expense with + Add button (mobile app)
        ​

    2. Select the camera icon at the bottom of the screen. Take a photo of a receipt and enter the receipt amount. The app automatically fills in the merchant for you.

  2. This brings up an Expense Details page (Figure 12). Complete the fields, including adding a photo of the expense receipt if you haven’t added it already. You can also select multiple receipt images at one time if needed (Figure 13). Once you’ve selected the images you want to upload, select Add.

    Figure 12. Expense Details page on the mobile app

    Figure 12. Expense Details page (mobile app)
    ​

    Figure 13. Mobile app showing select image page with multiple images selected at one time

    Figure 13. Select multiple receipts at one time (mobile app)
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  3. Select Save.

Split an expense (mobile app)

If you need to split an expense by department, category, or other factors, take the following steps from the Expense Details page:

  1. Select Split Expense (Figure 14). This brings up additional fields related to the split.

  2. Complete the split expense fields to select which departments should be charged for the expense, and for how much (that is, what percentage or dollar amount of the expense).

  3. Select Save Expense. This brings up a Splits page (Figure 14) showing your current splits.

  4. Select Add split to add additional splits as needed, or select Edit to edit your current splits, or both.

  5. When you’re finished making changes, select Done.

Figure 14. Expense details page on the mobile app

Figure 14. Expense details page (mobile app)

Figure 15. Splits page on the mobile app, showing one split

Figure 15. Splits page (mobile app)

Email receipts

You also have the option to forward email receipts or invoices to receipts@travelbank.com or receipts@nextviewplatform.com from your company email address and the platform automatically adds them to your Expenses & Transactions list.

Need help?

For assistance, use the online chat feature. On the web, select the question mark at the top-right corner of the page and then Chat with Us. On the mobile app, open the menu and then select Chat with Us.

Publish date: May 12, 2026

Last update: NA

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Managing expenses user guide, overview
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