--- title: How to Create and Track an Expense description: Create expenses manually or with AI scanning, add items from your catalog, and track them through approval and payment. --- [Skip to content](https://help.precoro.com/how-to-create-and-work-with-expense-document#main-content) [Contact us](https://help.precoro.com/kb-tickets/new?hsLang=en) [Customer portal](https://help.precoro.com/tickets-view?hsLang=en) [![Property 1=Default](https://help.precoro.com/hubfs/Property%201=Default.svg)](https://app.precoro.com/login) Open main navigation Close main navigation - [Contact us](https://help.precoro.com/kb-tickets/new) - [Customer portal](https://help.precoro.com/tickets-view) - [Contact Us](https://share.hsforms.com/1-5JilMA_Qv6AOSVjFtNhDg14slf) [Contact Us](https://share.hsforms.com/1-5JilMA_Qv6AOSVjFtNhDg14slf) Hi there! How can we help you today? - There are no suggestions because the search field is empty. 1. [Knowledge Base](https://help.precoro.com/?hsLang=en) 2. 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[Expenses](https://help.precoro.com/how-to-use-precoro?hsLang=en#expenses) # How to Create and Track an Expense ## Learn how to create expenses manually or with AI scanning, add items from your сatalog, and track them through approval and payment. #### TABLE OF CONTENTS - [How to Create an Expense](https://help.precoro.com/how-to-create-and-work-with-expense-document#create)  - [Scanning Expenses to Reduce Manual Work](https://help.precoro.com/how-to-create-and-work-with-expense-document#scan) - [How to Use Mass Payment for an Expense](https://help.precoro.com/how-to-create-and-work-with-expense-document#masspayment) - [How to Edit and Revise an Expense](https://help.precoro.com/how-to-create-and-work-with-expense-document#edit) - [How to Track an Expense](https://help.precoro.com/how-to-create-and-work-with-expense-document#Track) - [Use Budget Filters](https://help.precoro.com/how-to-create-and-work-with-expense-document#Use-Budget-Filters) - [How to Check the Revision History](https://help.precoro.com/how-to-create-and-work-with-expense-document#revishistory) - [How to Cancel an Expense](https://help.precoro.com/how-to-create-and-work-with-expense-document#cancel) - [How to Repeat an Expense](https://help.precoro.com/how-to-create-and-work-with-expense-document#repeat) - [FAQs](https://help.precoro.com/how-to-create-and-work-with-expense-document#faq) To begin, you should turn on the **Expense** **module** and make sure all **Users** have the necessary **Roles**. You can find more information on these settings in the [How to Set Up the Expenses Module](https://help.precoro.com/how-to-setup-the-expenses-module?hsLang=en) article. ### How to Create an Expense In Precoro, you can fill out an expense manually or scan a document to automate the process as explained [here](https://help.precoro.com/how-to-create-and-work-with-expense-document#scan). To manually create an Expense document, please follow these steps: 1\. Go to the **Expenses** module in the left-side menu and press **Create**. 2\. Fill out all the required fields and click **Next Step.** 3\. Add items to the document. You can add items using one of the following methods: - Select items already in the Catalog (use the **Add Catalog Item** button). - Enter item details manually (use the **Add New Item** button). - [Bulk upload](https://help.precoro.com/how-to-import-items-in-bulk?hsLang=en) items from external sources using Excel (use the **Import Items** button). Learn more about adding items to documents in [this article](https://help.precoro.com/how-to-add-items-to-documents?hsLang=en), and see [Item Bundles](https://help.precoro.com/item-bundles-1?hsLang=en) for how bundles work in Expenses. **Tips:** - Save a manually entered item directly to the Catalog from the item row, instead of adding it to Item Management separately. See [how to set this up](https://help.precoro.com/how-to-add-items-to-documents#save-to-catalog). - [Update items in bulk](https://help.precoro.com/how-to-update-items-in-bulk#Update-From-Document) on Expenses in **Draft** or **In Revision** status. ✍️ Note: You can also **Approve** and **Confirm** documents with **zero total value for the whole document** and also send them to integrated partners. Proceed to this article and learn more about [Using the Free of Charge function](https://help.precoro.com/item-management-1#Free). 4\. Optionally, add supplementary information like the following: - **Attachments** to prove all spent costs [![expense-attach](https://help.precoro.com/hs-fs/hubfs/expense-attach.jpg?width=670&height=224&name=expense-attach.jpg)](https://help.precoro.com/hubfs/expense-attach.jpg?hsLang=en) - **Notes** and **Comments.** [![expense-notes&comments](https://help.precoro.com/hs-fs/hubfs/expense-notes%26comments.jpg?width=670&height=357&name=expense-notes%26comments.jpg)](https://help.precoro.com/hubfs/expense-notes%26comments.jpg?hsLang=en) 5\. If your process requires approval, the Expense will be sent to the authorized approvers, and the Expense status will be changed to **Pending**. Find out more about how to set up the expense approval process in the [How to Approve/Reject Expenses](https://help.precoro.com/how-to-approve-an-expense?hsLang=en) article. #### Scanning Expenses to Reduce Manual Work In addition to manual creation, you can use **Scan with AI** to create an Expense from uploaded files automatically. Precoro recognizes expense data from the uploaded files and creates an Expense document in **Draft** status. You can upload one file or up to **20 files** at once. If several files are uploaded together, Precoro combines them into **one Expense** with one combined attachment.This is useful when one Expense should include several receipts, for example, after a business trip. To learn how to scan Expense files and which formats are supported, read [this guide](https://help.precoro.com/using-ai-document-scanning#expense).  You can also scan expenses via the mobile app, learn more [here](https://help.precoro.com/working-with-documents-via-the-mobile-app#expenses). ### How to Use Mass Payment for an Expense 📋 Before you start with this functionality make sure you have: - Payments checkbox enabled in Configuration → Expenses → **Payments.** - **Pay** role for Expenses. There is no need to create separate payments for different suppliers for each Expense. Instead, select all the necessary documents and pay for them with one click: From the **Expense Management** page: 1. Multi-select the necessary documents by checking the box on the left. 2. Press the green **Add** **Payments to Selected** button. **✍️ Note:** Only Expenses with the **To be paid** and **Overdue** categories are available for multi-select and mass payment. From the **Create Payment** page: 1\. Fill out the required **Payment Date** field. That date will be recorded and entered in the document: ![](https://help.precoro.com/hs-fs/hubfs/Monosnap%20Expense%20%2312%202024-11-11%2010-24-42-png.png?width=518&height=113&name=Monosnap%20Expense%20%2312%202024-11-11%2010-24-42-png.png) 2\. Multi-select the necessary documents by checking the box on the left. 3\. Press the **Add** **Payments to Selected** button.   You can also manage expense payments on the go using the **Precoro** **mobile app**. Learn how to mark expenses as **Paid** using the app in [this article](https://help.precoro.com/working-with-documents-via-the-mobile-app#mark-documents-as-paid:~:text=links%20to%20them.-,Mark%20Documents%20as%20Paid%20in%20the%20Mobile%20App,-Invoices%20and%20expenses). ### How to Edit and Revise an Expense You can edit the Expense document fields with any status without sending them for Revision. To do this, click the **Edit** button to the right and enter the necessary changes. Before editing any fields, please read this article: [Field logic behavior after Edit and Revise actions in documents](https://help.precoro.com/field-logic-behavior-after-edit-and-revise-actions-in-documents?hsLang=en). If you wish to send the documentfor **Revision**, click on the corresponding button to the right and add changes to the document and item fields. **💡 Please note:** The document will change status to **In Revision**, and you will need to go through the **Confirmation** process again. You can update custom item fields across multiple items in a Pending Expense in one pass, without sending the document for revision. See [this article](https://help.precoro.com/how-to-mass-edit-and-bulk-save-items-in-a-document?hsLang=en) for details. ### How to Track an Expense To track the needed Expense documents you can use two sets of **Filters** for setting the specific parameters to receive the necessary results. **💡 Please note:** In the Expense Filters, you can also set filtering parameters by **Custom Fields for Items and Documents.** Learn how to do that [here](https://help.precoro.com/how-to-use-filters-in-precoro?hsLang=en#IFC). You can find the **panel of fast filters** above the document list on the Expenses Management page. These filters will help you quickly sort the needed data without having to open the advanced filters page: Using the **advanced set of filters** by pressing the **Filters** button in the left corner of the filtering panel, you can filter through and obtain the required information: #### Use Budget Filters Use Budget filters in the fast and advanced set of filters for the **Expense** document type. - View in the advanced filters: [![budget-filters-expense](https://help.precoro.com/hs-fs/hubfs/budget-filters-expense.jpg?width=670&height=354&name=budget-filters-expense.jpg)](https://help.precoro.com/hubfs/budget-filters-expense.jpg?hsLang=en) - View in the fast set of filters: [![budget-filters-expense (1)](https://help.precoro.com/hs-fs/hubfs/budget-filters-expense%20(1).jpg?width=670&height=327&name=budget-filters-expense%20(1).jpg)](https://help.precoro.com/hubfs/budget-filters-expense%20(1).jpg?hsLang=en) **✍️ Note:** The filters are only shown if **Budgets for Expenses** are activated for the **Budgets** module in Basic Settings. [![budget-filters-expense (2)](https://help.precoro.com/hs-fs/hubfs/budget-filters-expense%20(2).jpg?width=670&height=267&name=budget-filters-expense%20(2).jpg)](https://help.precoro.com/hubfs/budget-filters-expense%20(2).jpg?hsLang=en) ### How to Check the Revision History You can now select and compare changes made in the Expense documents using the **Revision History** button. This function is only available to users with access to the **Expenses** module. Find additional information on how to use the Revision History [here](https://help.precoro.com/users-revision-history?hsLang=en). ### How to Cancel an Expense Click the **Cancel** button on the right and provide the reason for cancelation.   [![cancel-expense](https://help.precoro.com/hs-fs/hubfs/cancel-expense.jpg?width=670&height=222&name=cancel-expense.jpg)](https://help.precoro.com/hubfs/cancel-expense.jpg?hsLang=en) ### How to Repeat an Expense Use the **Repeat** function to save time creating new Expenses by copying the existing document. To utilize this function, click the **Repeat** button in the already created Expense document, and its data will be copied into the new document. **✍️ Note:** The **Due** **Date** and **Expense #** fields will not be copied into the new document. ### ### FAQs **Is the number of items I can add limited?** While you can add as many items as necessary, we recommend keeping the number below 500. Creating expenses with more items can slow down document processing and cause unexpected errors. **What happens to expenses if the Expenses module is deactivated?** If the Expenses module is deactivated, documents that are still in progress (such as those in **Pending** or **In Revision** status) will be automatically set to **Closed**. 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Copyright © 2026, Precoro ```json { "@context" : "https://schema.org", "@type" : "VideoObject", "contentUrl" : "https://1903299.fs1.hubspotusercontent-na1.net/hubfs/1903299/expense.mp4", "dateModified" : "2026-09-23T09:08:37.737Z", "duration" : "PT48S", "height" : 1040, "name" : "expense", "thumbnailUrl" : "https://1903299.fs1.hubspotusercontent-na1.net/hubfs/1903299/expense.mp4/medium.jpg", "uploadDate" : "2026-09-23T09:08:37.735Z", "width" : 1920 } ``` ```json { "@context" : "https://schema.org", "@type" : "VideoObject", "contentUrl" : "https://1903299.fs1.hubspotusercontent-na1.net/hubfs/1903299/video_assets/222557867426/inherited/web_optimized.mp4", "dateModified" : "2026-09-23T09:23:13.914Z", "duration" : "PT11S", "height" : 1048, "name" : "pay-expenses", "thumbnailUrl" : "https://1903299.fs1.hubspotusercontent-na1.net/hubfs/1903299/pay-expenses.mp4/medium.jpg", "uploadDate" : "2026-09-23T09:23:13.912Z", "width" : 1920 } ``` ```json { "@context" : "https://schema.org", "@type" : "VideoObject", "contentUrl" : "https://1903299.fs1.hubspotusercontent-na1.net/hubfs/1903299/Monosnap%20screencast%202024-11-11%2010-21-33.mp4", "dateModified" : "2024-11-11T08:25:31.467Z", "duration" : "PT21S", "height" : 1164, "name" : "Monosnap screencast 2024-11-11 10-21-33", "thumbnailUrl" : "https://1903299.fs1.hubspotusercontent-na1.net/hubfs/1903299/Monosnap%20screencast%202024-11-11%2010-21-33.mp4/medium.jpg", "uploadDate" : "2024-11-11T08:25:31.462Z", "width" : 2128 } ``` ```json { "@context" : "https://schema.org", "@type" : "VideoObject", "contentUrl" : "https://1903299.fs1.hubspotusercontent-na1.net/hubfs/1903299/video_assets/222601519362/inherited/web_optimized.mp4", "dateModified" : "2026-09-23T12:45:59.586Z", "duration" : "PT10S", "height" : 1040, "name" : "edit-button-expense", "thumbnailUrl" : "https://1903299.fs1.hubspotusercontent-na1.net/hubfs/1903299/edit-button-expense.mp4/medium.jpg", "uploadDate" : "2026-09-23T12:45:59.584Z", "width" : 1920 } ``` ```json { "@context" : "https://schema.org", "@type" : "VideoObject", "contentUrl" : "https://1903299.fs1.hubspotusercontent-na1.net/hubfs/1903299/video_assets/222597353629/inherited/web_optimized.mp4", "dateModified" : "2026-09-23T12:50:17.055Z", "duration" : "PT23S", "height" : 1040, "name" : "revision-expenses", "thumbnailUrl" : "https://1903299.fs1.hubspotusercontent-na1.net/hubfs/1903299/revision-expenses.mp4/medium.jpg", "uploadDate" : "2026-09-23T12:50:17.053Z", "width" : 1920 } ``` ```json { "@context" : "https://schema.org", "@type" : "VideoObject", "contentUrl" : "https://1903299.fs1.hubspotusercontent-na1.net/hubfs/1903299/video_assets/222601516692/inherited/web_optimized.mp4", "dateModified" : "2026-09-23T12:58:15.686Z", "duration" : "PT16S", "height" : 1040, "name" : "fast-filters-1", "thumbnailUrl" : "https://1903299.fs1.hubspotusercontent-na1.net/hubfs/1903299/fast-filters-1.mp4/medium.jpg", "uploadDate" : "2026-09-23T12:58:15.684Z", "width" : 1920 } ``` ```json { "@context" : "https://schema.org", "@type" : "VideoObject", "contentUrl" : "https://1903299.fs1.hubspotusercontent-na1.net/hubfs/1903299/advanced-filters.mp4", "dateModified" : "2026-09-23T13:01:39.088Z", "duration" : "PT26S", "height" : 1032, "name" : "advanced-filters", "thumbnailUrl" : "https://1903299.fs1.hubspotusercontent-na1.net/hubfs/1903299/advanced-filters.mp4/medium.jpg", "uploadDate" : "2026-09-23T13:01:39.086Z", "width" : 1920 } ``` ```json { "@context" : "https://schema.org", "@type" : "VideoObject", "contentUrl" : "https://1903299.fs1.hubspotusercontent-na1.net/hubfs/1903299/video_assets/222601571073/inherited/web_optimized.mp4", "dateModified" : "2026-09-23T13:10:39.206Z", "duration" : "PT13S", "height" : 1040, "name" : "expenses-revision-history", "thumbnailUrl" : "https://1903299.fs1.hubspotusercontent-na1.net/hubfs/1903299/expenses-revision-history.mp4/medium.jpg", "uploadDate" : "2026-09-23T13:10:39.204Z", "width" : 1920 } ``` ```json { "@context" : "https://schema.org", "@type" : "VideoObject", "contentUrl" : "https://1903299.fs1.hubspotusercontent-na1.net/hubfs/1903299/repeat-an-expense.mp4", "dateModified" : "2026-09-23T13:18:11.152Z", "duration" : "PT21S", "height" : 1040, "name" : "repeat-an-expense", "thumbnailUrl" : "https://1903299.fs1.hubspotusercontent-na1.net/hubfs/1903299/repeat-an-expense.mp4/medium.jpg", "uploadDate" : "2026-09-23T13:18:11.150Z", "width" : 1920 } ```