[Employee] How to add an expense

When you need to request a reimbursement for a company-approved expense, you can do so directly on Remote. Only employees are able to add an expense. This can be done on the Remote mobile app or directly on the platform.

In this article, we cover the following: 

• How to Add an expense
• Modify Expense
• Partial expense reimbursement
• Expense submission recommendations

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How to add an expense

When you log into Remote: 

1. Click on the Expenses tab.

2. From the Expenses page, click on the Add expense button on the right and choose the expense type.

   
   
   
   See also: How to submit a per diem

3. Required: Upload a receipt of your expense and click on Scan receipt.
   
   
    
4. Your receipt will be scanned and the details of your expense automatically filled in.

5. Before you submit, Remote may show a warning if something could lead to a reimbursement delay, send-back, decline, or taxability issue. For example, you may see a warning if:

   The receipt or supporting document is missing information, or the expense category may be taxable in your country. Check: Expense submission recommendations

See also: Delete an expense

Upload multiple receipts at once

Instead of uploading and submitting one expense at a time, you can upload multiple files. The platform will automatically create a separate expense for each file.

This streamlines the process and reduces manual steps.

To do this:

1. Click “Add expense > General” and upload your receipt files.
2. Each file will generate one expense entry.
3. The scanned information will appear in a form you can review and edit before submitting.
4. At the end, you’ll see a summary of all expenses created. You can delete any that don’t apply, then click Submit.

Important:

• Each receipt must relate to a separate expense. If you need to attach multiple documents to support a single expense (e.g. hotel + meals), you can upload those in the “Attachments” section of that expense.
• Only the first file is scanned automatically. Others may need manual input.
• Accepted file types include PDF, PNG, and JPG. Files like .csv or .xlsx cannot be scanned.

Modify Expense

You can always view the expense you've submitted from the Pending tab and make changes before the expense gets approved. If you need to modify an expense that has already been approved, please reach out to us.

See also: Can commissions or expenses be processed after the global payroll cutoff date?

For countries where we run a monthly payroll, if the expense is submitted and approved before the payroll cut off, it will be paid out in the same month. If it is submitted and approved after the payroll cutoff dates, it will be paid out in the following month. 

See also: What is the payroll cutoff?

See also: Remote expense policy - what to do to avoid rejection, What expense categories exist in Remote?  

Partial expense reimbursement

If you're submitting an expense reimbursement that isn't for the full amount shown on the receipt, it's considered a partial reimbursement. To ensure your request isn't rejected, specify that it's a partial reimbursement in the Notes field. The Total amount you should enter in the form is the partial reimbursement amount.

Expense submission recommendations

Before you submit an expense, check that:

• The receipt is clear and complete
• The expense amount matches the receipt amount
• The expense currency matches the receipt currency
• The expense category is correct
• Any supporting documents are attached

If Remote shows a warning, review the message before submitting. The warning may explain what to fix or which supporting document to upload.

Frequent Asked Questions (FAQs)

Can I attach multiple receipts to a single expense?

Yes, but all receipts must relate to the same purchase. For example, if you stayed at a hotel and also had breakfast there, you can attach both. If they’re for different purchases, submit them as separate expenses.

Note: Only the first file will be scanned automatically. You must enter the rest manually.

Can I upload multiple receipts to create multiple expenses at once?

Yes! This is part of the new update. Each uploaded file will create a separate expense entry in a single session.

What types of documents can I upload?

You must upload the original receipt and may attach up to four additional supporting documents. Max file size: 20 MB. Formats supported: PDF, PNG, JPG, and more.

What if I lose my receipt?

Receipts are required for all expenses. If you lose a receipt or the vendor doesn’t provide one, reimbursement is not possible at this time.

Can I still submit expenses from the mobile app?

Yes, the mobile app submission flow is unchanged. You can scan a receipt or add an expense manually from your device.

What happens if I upload the wrong document?

You’ll need to delete the incorrect file and upload the correct one. The platform cannot detect if a document is not a valid receipt.

Can I still submit an expense after seeing a warning?

Yes. Warnings are guidance and don’t block you from submitting. You can fix the issue, upload supporting documentation, or continue with visibility into the possible outcome.

Does a warning mean my expense will definitely be declined or taxed?

No. A warning means the expense may need attention. The final outcome depends on the expense details, documentation, country rules, and review process.

What should I do if the expense amount is higher than the receipt?

Attach proof of the higher paid amount, such as a bank statement or transaction record, under supporting documents.

What should I do if the currency doesn’t match the receipt?

Make sure the expense currency matches the document. If the currencies don’t match, upload a bank statement or transaction record under supporting documents. This helps reviewers understand the expense and may help avoid tax or reimbursement issues where applicable.