Create and submit expense reports in Expense Agent

APPLIES TO: Business Central online

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

Expense Agent allows grouping related expenses together so you can submit them for review and approval as a batch. For example, you might create a report for a specific business trip or a monthly set of expenses. You can add expenses when you create a report or add them later.

Important

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

Create an expense report

Expense reports are created automatically by the agent when you submit a new expense that falls outside the period covered by existing reports. No manual action is required to create a new expense report.

All expenses within the same period are automatically grouped into a single expense report. Once created, the report is available in the Drafts tab.

Edit an expense report name

To rename an expense report:

1. Select More actions on the report.
2. Choose Edit report name.
3. Enter the new name and select Save.

Add expenses to a report

You can add new receipts to an existing draft report:

1. On the Drafts tab, select the report.
2. Select More actions , and then choose Add receipt.
3. Select the receipt you want to include.
4. Select Open.

After processing, the selected receipt is added as a new expense line in the report.

Move an expense to a different report

To move an expense to another report:

1. Open the expense report containing the expense by selecting Review.
2. Select the expense line, then choose More actions .
3. Select Move.
4. In the Move to open or new report dialog:
   • Select an existing report and choose Move here, or
   • Select + Create new report, enter a name, select Create, and confirm Move here

The expense is removed from the current report and added to the selected report.

Optionally check policies before you submit

Your organization might have policies that your expenses must comply with. If Expense Agent is set up for pre-submission policy evaluation, you can check a report before submission to understand what your approver will see.

To check the policies for a draft expense report before submitting:

1. In the Expense Agent web app, go to the Drafts tab.
2. On the expense report, select More actions , and then select Check policies with AI.
3. Review the results for any Flagged expenses.
4. If an expense is flagged, you can either:
   • Edit the expense to fix the issue. If the change makes the evaluation outdated, the status changes to Policies pending.
   • Keep the expense as-is and submit the report to your approver for a decision.

The Check policies with AI action is available only for draft reports when AI-assisted policy evaluation is enabled. The action is disabled when the report doesn't need evaluation. Depending on the report view, the menu can show No policies to check or Policies already checked. If the action isn't present, ask an administrator to review Evaluate compliance with AI in Configure Expense Agent assisted setup. Learn more in Configure AI-assisted policy evaluation.

Submit an expense report

When the report is ready for approval:

1. Open the report by selecting Review.
2. Review all expense lines to ensure accuracy.
3. Select Submit.
4. Confirm the submission when prompted.

The report status changes to Submitted, and the approver is notified. The report becomes read-only during the review process and is moved from the Drafts tab to the Submitted tab.

Tip

Before you submit, check for any policy warnings on your expenses. Resolving issues upfront helps speed up the approval process.

Related information

Expense Agent overview
Approve or send back expense reports
Edit and manage expenses
Troubleshoot common issues in Expense Agent

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