How to bulk import expenses for team members

Use Remote's bulk upload feature to add multiple expenses at once. You can upload Remote's CSV template or a CSV file from another expense tool.

Only company admins with Owners, Super Admin or custom permission to review and approve expenses can use this feature.

See also: What can the different company admin users do on Remote?

You can use Remote's template or your own CSV file.

Option 1: Use Remote's template

1. In Remote, go to Expenses > Add expense.
2. Download the CSV template.
3. Add one expense per row. Remove the sample rows and support column before saving.

Option 2: Use your own CSV

Include each team member's Remote email address or employment ID (short_slug) so Remote can match expenses to the correct person. You'll match your CSV columns to Remote's fields during the upload.

Your CSV should contain the following fields:

• employee_email or short_slug: Identifies the employee.
• expense.title: A short name for the expense.
• expense_date: The date of the expense in YYYY-MM-DD format. It can’t be more than two years old.
• expense.currency: The three-letter currency code, such as USD or EUR.
• expense.amount: The total amount, including tax.
• expense.tax_amount: The tax amount, or 0 if there is no tax.
• expense.category: The expense category.
• expense.notes: Optional notes.
• receipt_url: Optional link to a receipt.

When you upload your CSV, Remote automatically matches some columns to the correct fields. Review these matches and use the dropdown to select the correct field for any unmatched columns.

You can provide receipts in two ways:

• Using links: Add a receipt_url column with links that anyone with the URL can access. Links must remain valid throughout the upload. Learn how to prepare Google Drive receipt links.
• Uploading files: Leave receipt_url blank. After the scan, upload PDF, JPG, or PNG receipts and match them to the relevant expenses. Don’t use both a link and a file for the same expense.

1. Go to Expenses > Bulk upload expenses and upload your CSV file.
2. If you're using your own CSV, match your columns to Remote's fields under Map fields, then select Confirm and continue.
3. Wait for Remote to scan your file. You can leave the page while it scans. Your upload will be saved as a draft in your expense upload history.
4. Review the results. Use the three-dot menu to open and edit individual expenses if needed.
5. Fix any errors, then follow the on-screen instructions to complete the upload. You can continue with valid expenses even if some rows are excluded.

Important: Expenses added through bulk upload are approved automatically.

Remote displays an error when it can't process certain rows.

• "Couldn't add expenses for X employees": Some expenses were excluded. Select View excluded expenses to find the reason for each excluded row. Correct the issue and upload those expenses again.
• "No expenses can be added": All expenses were excluded, so you can't continue. Review the errors and correct the issues before starting a new upload.
• "Tax settings not confirmed": Your Global Payroll expense tax settings need to be completed before the affected expenses can be added. Follow the instructions below.

If you receive "Tax settings not confirmed," your company must confirm how expense categories are taxed before Global Payroll expenses can be approved.

1. Go to Company Settings > Expense policies > Tax settings, or select Confirm tax settings in the dashboard banner.
2. Open each Global Payroll entity and select Taxable, Non-taxable, or Default rates for every expense category.
3. Save the settings for each entity, including entities without employees.
4. Select Review employer obligations, check the confirmation box, and select Confirm.
5. Select Save settings at the bottom of the list.

Important: Complete steps 4 and 5 without leaving the page. Your checkbox selection won't be saved if you leave.

Once all settings are confirmed, start a new upload for the excluded expenses. Don't upload expenses that were already added successfully.

Remote checks each expense separately. If Global Payroll tax settings aren't confirmed, affected Global Payroll expenses will be excluded, but eligible Employer of Record (EOR) expenses can still be added.