How To Bulk Upload Expenses

What this does

This guide explains how to upload many receipt files at once and send them into the bulk queue.

Use this when the field or office team is processing a batch of receipts instead of entering one expense at a time.

Before you start

• The user must already have access to Expenses.
• The receipt files should be ready in PDF or image format.
• Prefill values should already make sense for the staff and company structure you are using.

Steps

1. Open Expenses.
2. Go to Bulk Upload.
3. Enter Bulk Batch Name.
4. Complete any prefill values that should apply to the batch, such as:

• Prefill Staff Member
• Prefill Job Name
• Prefill Job Number
• Prefill Category
• Prefill Expense Type
• Prefill Division
• Prefill Service
• Prefill Team
• Prefill Role

1. In Receipts, choose Select Receipt Images/PDFs.
2. Add the receipt files for the batch.
3. Click Upload + Queue Autofill.
4. Open Bulk Queue to review the queued items.

Common mistakes

• Applying the wrong prefill values to a whole batch.
• Treating upload as finished work instead of continuing into queue review.
• Uploading receipts before the division, service, or team structure is correct upstream.

What to do next

After upload, continue in Bulk Queue to review status, open drafts, retry stuck items, and inspect autofill results.

Related guides

• Expenses: How to use the expenses bulk queue
• Expenses: How to add an expense