Add and review an expense

Adding an expense

On a phone, tap + in the bottom bar, then choose Capture to photograph a receipt, Add from file to upload a photo or PDF, or Add manually to type the details. On a computer, choose Scan at the top of Home to upload a photo or PDF, or Manual to type the details.

When there are no expenses to show, Home shows a box for adding one instead. Choose Add a receipt (Choose files on a computer, where you can also drop receipts onto the box). If you have no receipt, choose Enter it manually or Log mileage.

To add several receipts at once, select them together when you choose files, or start a new expense and choose Batch.

If a receipt upload is rejected as an invalid image, choose the original photo or PDF, or take a new photo. Renaming a file does not turn it into an image. You can still enter the expense details manually.

What happens after you capture

A new capture saves to your device immediately, even offline. Uploading requires a connection; automatic receipt reading then runs on the server. When scan credits are unavailable, enter the details manually. Keep pending captures on your device until they finish uploading.

Reviewing and correcting

Open an expense you can edit to check the merchant, date, total, tax, category, and your private tags. Needs Review means important details need checking. Correct missing or wrong details and save; if they are already correct, choose Mark as Ready. Locked or handed-off records may restrict editing.

1. 1

   Open the expense

   Tap it from Home or your expense list.

2. 2

   Check the details

   Merchant, date, and amount are filled in for you.

3. 3

   Fix anything that is wrong

   Correct the editable details, including category and your private tags.

If a scan does not work

An expense labeled "We couldn't scan this receipt" did not read automatically. Use Retry scan to try again, or fill in the merchant, date, and amount yourself. A failed scan does not delete the saved evidence. Retry scan repeats automatic reading; manual correction edits the record without another scan.

How much Mari does for you

If your workspace shows How much Mari does for you in Settings, Expenses, Mari, you can choose how much Mari does with your expenses on its own. Your choice applies to you in the current workspace.

Ask me first: Mari points things out but does not change your expenses.

Tidy up for me (Recommended): Mari fills in categories and cleans up merchant names from what it has learned. You can undo any change.

Handle it for me: everything Tidy up does, plus more. The option describes what it adds in your workspace. Where your workspace requires approval and the option says Mari submits for you, Mari shows you a summary of what is ready and submits 12 hours after you look at it. Tap Hold any time before then. Anything with an open issue stays with you. Otherwise, Mari reminds you when an expense still breaks one of your spending policies. Mari never approves expenses. You confirm before Handle it for me turns on. If your workspace offers Submit without checking each summary, you can separately enable unattended submission. Mari turns on summary emails to your verified primary address and submits clean expenses for internal approval 12 hours after sending each notice. Opening the notice is not required. Tap Hold before the deadline. If the notice cannot be sent, the submission waits. Your first schedule is weekly Friday; an existing schedule is kept. Existing Handle it for me choices keep their reviewed behavior until you explicitly enable this option. In workspaces without internal approval, Scheduled delivery or Scheduled downloads may be offered separately. Choose Handle it for me first, then explicitly confirm a weekly, every-two-weeks, or monthly schedule. An active supported email connector receives clean expenses individually, or as a report when it requires reports. With no enabled connector, scheduled downloads prepare incremental PDF or Excel reports without marking expenses sent; nothing is generated unless you enable this option. The same notice and 12-hour Hold window applies. Check the latest packet on Home; reports appear in Reports. If scheduled handoff is paused during a rollout or rollback, your existing packet and Hold button remain available on Home and in Mari settings; setup stays unavailable. Delivery failures or uncertain outcomes pause the schedule for attention. Turning off scheduled handoff invalidates pending authority. External delivery cannot be recalled after sending. Required notes use the existing presence check; Mari does not judge the meaning of your business purpose.

In a team workspace, admins set what Mari can do for everyone in What this workspace allows, above How much Mari does for you. Allow Tidy up for me and Allow Handle it for me each unlock the matching option, and Allow Handle it for me needs Allow Tidy up for me on first. Until an admin turns on Allow Handle it for me, members see "Your workspace admin hasn't turned this on." People still choose for themselves. Turning a switch off asks first: anyone above the new limit moves down, Mari stops any automatic submissions, and each person keeps their choice. If an admin turns off Allow Tidy up for me, Mari is limited to pointing things out. Then Tidy up for me shows "Your workspace admin limits Mari to pointing things out." and only Ask me first is available. If you are not signed in, you can choose Ask me first or Tidy up for me. Handle it for me shows "Sign in to let Mari handle more."

Checking what Mari changed

If your workspace shows How much Mari does for you, choose See what Mari changed under it to open Edited by Mari. It lists the merchant names and categories Mari set for you. Choose Undo to put a change back. You can undo a change until the expense is submitted. You can also get there from any expense Mari changed: open its History and choose All Mari edits.

Tidying up past expenses

Where your workspace has it, Edited by Mari also has Tidy up past expenses, whichever Mari option you chose. Pick a date range and choose Preview changes. Mari suggests merchant and category fixes for up to 50 expenses. Nothing changes until you choose Apply reviewed changes. Afterwards, Undo this cleanup puts those changes back.

When Mari asks to remember a correction

When Mari tidies up for you, it can learn from your corrections. After you change an expense's category, or rename a merchant Mari recognizes, Mari may ask "Use [category] for [merchant] from now on?" or "Always show [merchant] as [name]?". Choose Yes, always to save it. Mari asks before it remembers anything, and you need to be signed in. On Ask me first, Mari does not offer to remember corrections.

To see what Mari remembers, open Settings, Expenses, Mari, What Mari has learned. Choose Forget to stop Mari using one. To change one, correct your next expense from that merchant. Only a workspace admin can forget a rule marked Set for this workspace.