Mobile User Guide

Expensed is designed for on-the-go expense management. This guide covers everything mobile-specific.

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Installing the App

Expensed is a Progressive Web App (PWA) - you install it directly from your browser, no app store needed.

iPhone / iPad (iOS)

1. Open Safari (must be Safari, not Chrome)
2. Go to expensed.app
3. Log in to your account
4. Tap the Share button (square with arrow)
5. Scroll down and tap Add to Home Screen
6. Tap Add in the top right

Must Use Safari

iOS only allows PWA installation from Safari. Other browsers won't show the "Add to Home Screen" option.

Android

1. Open Chrome
2. Go to expensed.app
3. Log in to your account
4. Tap the three-dot menu (⋮)
5. Tap Install App or Add to Home Screen
6. Tap Install

Other Browsers

Samsung Internet, Edge, and Firefox also support PWA installation on Android.

After Installation

Once installed:

• App appears on your home screen
• Opens in full-screen mode (no browser UI)
• Feels like a native app
• Works offline (see below)

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Mobile Navigation

The Sidebar

On mobile, the sidebar is hidden by default:

1. Tap the hamburger menu (☰) in the top-left
2. The sidebar slides out
3. Tap a menu item to navigate
4. Tap outside or swipe left to close

Quick Actions

From the home dashboard:

• Upload Receipt - Opens camera or file picker
• New Expense - Create expense manually
• Start Tracking - Begin GPS mileage tracking

Pull to Refresh

On most list screens (Expenses, Reports, Mileage):

1. Swipe down from the top
2. Release when you see the spinner
3. Fresh data loads from server

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Camera Receipt Upload

The fastest way to capture expenses:

Taking a Receipt Photo

1. Tap Upload Receipt or the camera icon
2. Select Take Photo (or your camera app opens automatically)
3. Position the receipt:
   • Lay it flat on a surface
   • Ensure good lighting (no shadows)
   • Include all edges
   • Hold steady to avoid blur
4. Tap to capture
5. Review and retake if blurry
6. Tap Use Photo to upload

Tips for Better OCR

Do	Don't
Flatten wrinkles	Photograph crumpled receipts
Use even lighting	Let shadows fall on receipt
Include entire receipt	Crop off edges
Hold phone steady	Rush the photo
Clean lens	Use scratched camera

From Photo Library

1. Tap Upload Receipt
2. Select Photo Library or Choose from Photos
3. Select an existing photo
4. Upload proceeds automatically

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GPS Mileage Tracking

Track business trips automatically with GPS.

Starting a Trip

1. Go to Mileage
2. Tap Start Tracking
3. Allow location access when prompted
4. The map shows your current location
5. A timer shows trip duration
6. Start driving!

During the Trip

• Live map updates your position
• Timer tracks duration
• Distance accumulates in real-time
• Uses GPS (moderate battery impact)

Battery Saving

GPS tracking uses battery. For long trips, keep your phone plugged in.

Ending a Trip

1. Tap Stop Tracking
2. Review the route on the map
3. Confirm or edit the distance
4. Add trip purpose and category
5. Tap Save

Location Permissions

GPS requires location access:

iPhone:

1. Settings → Privacy & Security → Location Services
2. Find Expensed
3. Select While Using the App

Android:

1. Settings → Apps → Expensed → Permissions
2. Location → Allow only while using the app

Location Denied?

If you denied location access, you'll need to enable it in settings. The app will prompt you with a link to settings.

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Offline Mode

Expensed works without internet - perfect for planes, remote job sites, or poor signal areas.

What Works Offline

• View cached expenses and reports
• Upload receipt photos (queued)
• Create new expenses (queued)
• Edit draft expenses
• View mileage history

What Requires Internet

• Submitting reports
• Real-time approval status
• Bank account actions
• GPS route calculation

Offline Indicator

When offline:

• An offline badge appears
• Pending actions show a queue icon
• Badge shows number of queued items

Automatic Sync

When connection returns:

1. Queued items sync automatically
2. You'll see a sync notification
3. Status updates to reflect server state

Sync Before Meetings

Open Expensed when you have good signal before going offline. This caches the latest data.

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Mobile-Specific Features

App Shortcuts (Long-Press)

On Android, long-press the app icon for shortcuts:

• Upload Receipt - Jump straight to camera
• New Expense - Create expense quickly
• Start Tracking - Begin mileage tracking

Share to Expensed

When you receive a receipt via email or messaging:

1. Tap Share on the receipt image/PDF
2. Select Expensed from share targets
3. The file uploads and OCR runs
4. Create the expense from there

Notifications

Enable notifications for:

• Expense approved
• Expense rejected
• Payout sent
• Approval needed (managers)

Enable in: Profile → Notification Preferences

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Troubleshooting Mobile Issues

App Not Installing

Platform	Solution
iPhone	Must use Safari browser
Android	Try Chrome, clear browser cache
Both	Log in first, then install

Camera Not Working

1. Check camera permissions in device settings
2. Close and reopen the app
3. Try selecting from photo library instead

GPS Not Tracking

1. Enable location permissions (see above)
2. Ensure GPS/Location is turned on
3. Go outside (GPS needs sky view)
4. Wait 10-15 seconds for initial lock

Slow Performance

1. Clear browser cache
2. Reinstall the PWA
3. Check available storage
4. Update your browser

Data Not Syncing

1. Check internet connection
2. Pull to refresh
3. Close and reopen app
4. Log out and back in

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Battery & Data Usage

Battery Tips

• GPS tracking uses most battery - plug in for long trips
• Normal use (viewing, uploading) is minimal
• Background sync is efficient

Data Usage

• Receipt photos: ~1-3 MB each
• GPS tracking: minimal (~10 KB per trip)
• Regular browsing: ~500 KB per session

Use Wi-Fi for Uploads

If you're on a limited data plan, wait for Wi-Fi to upload large receipt photos.

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Next: Home Dashboard →