This article explains how to record your work expenses with their receipts and send them for approval. An employee with Expense Base Permission does this.
Before you start
You have a photo of the receipt or invoice (.jpg, .jpeg, .png, .webp or .heic; at most 20 MB).
Your mobile phone is registered in the system. You give digital confirmation with a code sent to your phone when you send for approval.
The expense type (Meal, Accommodation, etc.) exists and is active (Expense types).
Step by step
1. Open an expense group
In the left menu go to Mine > My expenses, click New expense group on the right of the page title. (Create > Expense in the left menu and Add Expense on the Profile card of the home page open the same window too.)
At the top of the New expense group window you see three steps: Group details, Receipts and Review and send. In the first step write a Title (3–50 characters) and a Description (10–500 characters) and click Save and add receipts. Example: "Ankara client visit", "Transport, meal and accommodation costs of the 12–13 October Ankara visit". If a field is empty or too short, the warning appears under it.
The group is saved as a Draft. The window stays open, moves on to the Receipts step and the receipt form opens inside the same window.
2. Add a receipt
Drag the receipt photo onto the Upload Slip/Bill section of the form or click to choose it. A file is required when adding a receipt; saving without one shows "Add the receipt/invoice file."
If Receipt/Invoice OCR Analysis is on in your company, the AI is Analyzing card appears in the form area; when it ends, Receipt date, Currency, Amount and Tax rate are filled in. Always check the filled values (OCR setting). If the receipt cannot be read (analysis error, timeout, or no total amount could be found on it; a date alone is not enough), the warning "The receipt could not be read; fill in the fields by hand. No credit was charged for this analysis." appears; you fill in the fields by hand and no credit is spent for the failed analysis. If you remove the uploaded file, the fields OCR filled in are cleared too.
Fill in the Receipt details section:
Expense type (required): Only active types are listed; the type's description is shown under it. If the type has a limit for your department, "Department limit left this month: … / …" ("Department limit left this year" for a yearly limit) is shown. If the amount you enter goes over what is left, it adds "This amount goes over the department limit; you will be asked to confirm when sending." or, when the type does not allow it, "This amount goes over the department limit and this type does not allow it, so the group cannot be sent."
Amount (required): Between 0.01 and 1,000,000. It cannot be above the type's Limit per receipt, if it has one.
Currency (required): Turkish Lira, Dollar, Euro, Pound, Bulgarian Lev, Japanese Yen, Swiss Franc or Kuwaiti Dinar. Turkish Lira is the default. If the type has a currency, you must choose the same currency.
Receipt date (required): The day of the expense; a future date cannot be chosen.
Tax rate: For information only; not added to the amount.
Write the explanation in the Reason for the expense field (required, at most 500 characters).
If needed, fill in the Payment breakdown section:
Paid by company card: The part of the amount paid with the company card.
Advance received: An advance you received earlier for this expense.
To be paid to the employee: Calculated automatically: Amount − Paid by company card − Advance received (at least 0).
Click Save receipt at the bottom of the window. The receipt is added to the Receipts list as a card. To leave without saving, click Cancel or Back to receipts above the form.
3. Review and send for approval
In the Receipts step every receipt is a card: receipt image, expense type, receipt date, tax rate, number of attachments, amount and payable amount. For another receipt click Add receipt; view a receipt with the eye icon, edit it with the pencil icon or delete it with the bin icon.
Click Review. Without a receipt the button is disabled ("Add at least one receipt before sending.").
In the Review and send step check the summary tiles (Total amount, Payable to employee, Receipts), the By expense type chart (each type's amount and share), the Payment breakdown (Payable to employee, Company card, Advance, Average per receipt, Largest receipt) and the receipt list. To change something click Back or one of the steps at the top.
Click Send for approval.
If the group goes over your department's monthly or yearly limit of an expense type, the Department limit exceeded window opens: "The department limit has been exceeded. Are you sure you want to send it?" Below it, for every type and period, you see Limit, Used before, This group, Including this group and Over by. Click Yes, send to send or Cancel to stop. If the type does not allow going over the limit, the window title is This group cannot be sent; you cannot send the group and edit the receipts before trying again.
In the Send expense group for approval window enter the code sent to your phone.
Result
The group status becomes In approval and the first approver of your department's approval process is notified. Without an approval process the group becomes Awaiting payment directly. The screen shows "The expense group was sent for approval." and a Sent for approval line is added to the History of the window.
If you confirmed going over the limit, the group carries the Over limit badge; approvers see the amounts over the limit in the group window.
You are notified that your expense request was created; you are told again whenever a level approves and at the end (Paid / Rejected / revision).
A time-stamped QR Coded Expense Form is created for the group; open it from Expense Documents in the group window.
Sending for approval spends 1 Teamso Digital Credit from the company balance.
A sent group and its receipts can no longer be changed; there is no withdrawal. If something must be corrected, your approver can return the group to you with Send for revision (Revision).
If the time stamp cannot be taken, "Digital Confirmation failed." appears; the group and its receipts stay as they were in Draft, no credit is spent and you can try again with Send for approval.
About currency and advances: Receipts in different currencies can be in the same group; totals are shown per currency and no exchange rate is applied. Above the charts you choose the currency. The advance is only used to calculate To be paid to the employee; expenses are not transferred to payroll.
Taking a receipt photo on mobile
Follow the same steps in a phone's browser. When you tap Upload Slip/Bill, the phone's own file picker opens; use the camera option your phone offers to photograph the receipt right away, or pick one from the gallery. .heic photos taken on an iPhone are accepted too. Put the receipt on a flat surface and capture all of it without shadows; OCR gives better results. Details: Mobile app.
Common issues
Symptom: "The receipt amount exceeds the allowed limit for this expense type".
Cause: The expense type you chose has a Limit per receipt.
Solution: Check the amount; ask your expense manager if needed.
Symptom: The This group cannot be sent window opens.
Cause: The group goes over your department's limit and this expense type does not allow going over the limit.
Solution: Edit the receipts, or leave the receipt that goes over the limit for a later period in another group; if the limit has to change, ask your expense manager (Department limits).
Symptom: "The selected expense type requires transactions in …".
Cause: A different currency is defined for the expense type.
Solution: Set Currency to the type's currency.
Symptom: Sending for approval shows "You need to enter the SMS verification code to complete this action" or a credit warning.
Cause: The code was not entered, or the company's digital credit is insufficient.
Solution: Enter the code; ask your manager about credit.
Symptom: You entered a field wrongly on a receipt.
Cause: A saved receipt is not corrected automatically.
Solution: While the group is a Draft, correct it with the pencil icon on the receipt card in the Receipts step (or delete it with the bin icon and add it again). Receipts of a group sent for approval cannot be changed.
Symptom: You want to delete the group.
Cause: The owner deletes their own draft without a code; deleting a sent group needs another permission and an SMS code.
Solution: In the window of your Draft group click Delete at the bottom left and confirm in the Delete expense group window.