New ways to optimize expense management in Extend

Extend makes it easy for users to attach receipts and for finance teams to manage receipt documentation. You can set “receipt required” rules, easily see which transactions are missing receipts, and send reminders to users who need to attach them. At the end of the month, you can export all the receipt attachments matched to their corresponding transactions and push them to your connected accounting platform. A big win for the finance team!

Set receipt rules

The Owner and Admins can set receipt rules in Extend for the company to follow. You can customize mandatory receipts for:

• All transactions
• All transactions over a designated dollar amount
• Individual virtual cards — the receipt rule can be turned on/off in the card details.

Any time you update a receipt rule, everyone on your team will get a notification from Extend—no excuses now, huh?

📍To manage your org’s receipt rules, visit the Business Rules tab on the Organization Settings page.

Attach receipts

Extend supports BMP, GIF, JPG, PNG, TIF, and PDF file attachments. 

📍You can attach your receipts in a few ways: 

1. Email forwarding: From your registered email address, email or forward your receipt(s) directly to receipts@paywithextend.com. Your receipt will automatically match to the corresponding transaction. File size restrictions may apply depending on your email client. 
2. Auto-matching: From the home page, click the Create New drop-down menu and select Auto-match receipts. Upload up to 10 receipt image(s) or files at a time and voilà… matched! ‍
3. Manual attachment: From the Transactions tab on the Expenses page, locate the transaction to which you’d like to attach a receipt. Select the transaction and “Add receipt” on the transaction details screen.

Did you know? 🔎
You can easily capture and attach receipts on-the-go with receipt auto-matching.

Send receipt reminders

The Owner, Admins, and Bookkeepers can remind users to attach receipts with in-app reminders. You can send one bulk reminder to everyone with missing receipts or by individual transactions. Users will receive a notification and an email, and will be able to see which expenses still need a receipt.

📍From the Transactions tab on the Expenses page, select “Receipt Reminder” on the Receipt Tools drop-down menu or click on the red missing receipt icon where it appears in the Transactions list.

Export receipts

Anyone can download their own transaction data and attachments. The Owner, Admins, Bookkeepers, and permitted Card Managers can download all of the company's transaction data with corresponding attachments. With everything already matched, there's no manual reconciliation so you're already audit-ready.

📍From the Transactions tab on the Expenses page, apply filters as needed and select “Download” to export the data.

FAQs

Who can manage receipt rules and reminders? 
The Owner and Admins can set and change the receipt rule for their org, as well as, send receipt reminders to all users in their org who are missing required receipts. Bookkeepers can send receipt reminders, but they cannot control the receipt rule.

Where can I view receipt reminders?
Each person will receive an email and an in-app notification with a link to a pre-filtered view of their transactions missing receipts. Even if they have multiple missing receipts, they will only receive one reminder.

Can I exclude specific transactions or virtual cards from a receipt rule?
The Owner and Admins can click on a cleared transaction and scroll down to the section where they can disable the receipt rule for that transaction. They can also turn a receipt rule on/off for individual virtual cards within the card details page.