Review and edit your expenses

APPLIES TO: Business Central online

[This article is prerelease documentation and is subject to change.]

After Expense Agent scans a receipt or you create an expense manually in Business Central, take a moment to review the details and make any corrections. Accurate expenses make the approval process faster and help you stay compliant with company policy.

Important

This is a production-ready preview feature.
Production-ready previews are subject to supplemental terms of use.

Edit an expense

Open Expense Agent and go to the Drafts tab.
Select the expense you want to edit.

Update any of the following fields on the Details tab, as described in the following table.

Fields	Description
Merchant	The merchant or business name.
Amount	The expense total, including VAT when applicable.
Date	The transaction date.
Description	A note about the expense.
Payment method	How the expense was paid, such as credit card or cash.
Project	The project this expense should be charged to (if enabled by your administrator).
Project Task	The specific project task (if enabled by your administrator).

On the Categorization tab, you can update how the expense is categorized for reporting and policy compliance purposes. In the Category field, specify the type of expense, such as meals, travel, or office supplies.
Select Save Changes.

Note

Expense cards show the total as Amount incl. VAT. The web and mobile apps don't show or let you edit the VAT breakdown. Learn more in How Expense Agent captures VAT.

You can edit an expense as long as it isn't submitted as part of an expense report. After you submit a report, you must wait for it to be sent back before you can make changes.

Delete an expense

On the Drafts tab, select the expense you want to remove.
Select More actions , and then choose Delete.
Confirm the deletion when prompted.

Deleting an expense also removes it from any draft expense report it was added to.

View expense details

On the Drafts tab, select Review on the expense report to open details of each expense in the report. On the Submitted tab, you can also view by selecting Details. The detail view shows a summary that includes the following fields.

Fields	Description
Amount and currency	Shows the expense total.
Status and compliance	Shows the current expense status and any rule violations. When an administrator enables AI-assisted policy evaluation, it can also show policy outcomes such as Flagged or Policies pending. For an expense with policy issues, the Summary section shows the current explanations and evaluation times. Learn more in How expense policy and rules compliance work.
Attachments	Shows the number of uploaded receipt images or files.

Use the detail view to quickly check an expense in draft mode before you add it to a report.

Resolve issues flagged by AI

Sometimes the AI can't fully process a receipt. For example, if it can't identify a location or required details are missing. When it can't fully process a receipt, the expense shows a summary of what needs attention.

Open the expense on the Drafts tab.
To understand what's missing, review the issue summary at the top of the expense details.
Expand the expense details to see the affected fields.
Fill in or correct the flagged information.
Select Save Changes.

After you save your corrections, Expense Agent processes the expense again. If everything is resolved, the expense is added to an expense report.