Frequently Asked Questions¶

Quick answers to common questions about Expensed.

How do I reset my password?

Click Forgot Password on the login page, enter your email, and check your inbox for a reset link. The link expires after 24 hours.

→ Full guide: Password Reset

Why isn't my verification email arriving?

Check your spam/junk folder for emails from noreply@expensed.app. If it's not there, click "Resend Verification Email" on the login page. Allow 5-15 minutes for delivery.

→ Full guide: Email Issues

Can I change my email address?

Yes. Go to Profile → Settings and update your email. You'll need to verify the new address.

How do I switch between organizations?

Click the organization name at the top of the sidebar to see all organizations you belong to. Click one to switch.

Expenses¶

How do I upload a receipt?

Go to Receipts in the sidebar, then drag-and-drop a file or click to select one. OCR automatically extracts the merchant, amount, and date.

→ Full guide: Uploading Receipts

What file types are supported?

JPEG, PNG, PDF, and TIFF. Maximum file size is 10 MB.

Why didn't OCR extract my receipt data?

OCR works best with clear, well-lit photos of flat receipts. Try retaking the photo with better lighting. Very old, wrinkled, or non-English receipts may need manual entry.

→ Full guide: OCR Issues

Can I edit an expense after submitting?

You can only edit notes and GL codes after submission. For other changes, ask your manager to reject the expense, then edit and resubmit.

→ Full guide: Editing Expenses

How do I split an expense across categories?

Click Split Expense when creating or editing an expense. Add line items for each category - the total must equal the original amount.

→ Full guide: Splitting Expenses

What does the duplicate warning mean?

Expensed detected a potential duplicate (same merchant, amount, and date). Review the existing expense - if it's truly a duplicate, cancel. If it's a different purchase, click "Continue Anyway."

→ Full guide: Duplicate Detection

Reports¶

What's the difference between expenses and reports?

Expenses are individual purchases. Reports group multiple expenses together for submission - like putting receipts from a business trip into one folder.

→ Full guide: Creating Reports

Can I add more expenses to a submitted report?

No. Once submitted, a report is locked. Create a new report for additional expenses, or ask your manager to reject the report so you can add to it.

How long does approval take?

It depends on your organization's workflow. Check Reports → [Your Report] to see the status timeline and who needs to approve next.

→ Full guide: Tracking Status

Mileage¶

How do I log a business trip?

Go to Mileage and choose either:

Quick Entry: Enter start/end locations manually
GPS Tracking: Start tracking before you drive, stop when done

→ Full guide: Quick Entry | GPS Tracking

What's the current IRS mileage rate?

The 2024 IRS standard mileage rate is $0.67 per mile for business use. Your admin can configure a custom rate if needed.

Why isn't GPS tracking working?

Enable location permissions for Expensed in your device settings:

iPhone: Settings → Privacy → Location Services → Expensed
Android: Settings → Apps → Expensed → Permissions → Location

→ Full guide: GPS Issues

Bank Accounts & Payments¶

How do I get reimbursed directly?

Link your bank account in Profile → Bank Accounts. After verification (via micro-deposits), approved expenses are deposited directly.

→ Full guide: Linking Accounts

What are micro-deposits?

Two small deposits (under $1.00 each) sent to verify your account. Check your bank statement for deposits from "Stripe" or "EXPENSED", then enter the exact amounts to confirm.

How long do payouts take?

ACH transfers typically take 2-3 business days after your expense is marked for payout.

→ Full guide: Receiving Payments

Approvals¶

Who approves my expenses?

Your assigned manager approves first. Depending on your organization's settings, Finance or Admin may need to approve next for larger amounts.

→ Full guide: Approval Workflows

Why was my expense rejected?

Check the rejection comment in the expense details. Common reasons: missing receipt, over policy limit, incorrect category, or missing business purpose.

Can I approve my own expenses?

No. Self-approval is not allowed - expenses must be approved by someone other than the submitter.

Mobile & Offline¶

How do I install the app on my phone?

Expensed is a PWA (Progressive Web App). Visit expensed.app in Safari (iPhone) or Chrome (Android), then:

iPhone: Tap Share → Add to Home Screen
Android: Tap menu → Install App

→ Full guide: Installing the App

Does Expensed work offline?

Yes. You can upload receipts and create expenses offline. They sync automatically when you're back online.

→ Full guide: Offline Mode

For Admins¶

How do I invite team members?

Go to Admin → User Management → Invite User. Enter their email, select a role, and optionally add a personal message.

→ Full guide: User Management

How do I set expense limits?

Go to Admin → Expense Policies. You can set limits per category, daily limits, and require receipts above certain amounts.

→ Full guide: Expense Policies

How do I configure multi-level approvals?

Go to Approvals → Settings. Add approval steps and assign roles. For example: Manager → Finance → Admin for expenses over $1,000.