Manage expenses with Expense Agent

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

Expense Agent is an AI-powered expense management app that makes it easy for employees to capture receipts, track spending, and submit expense reports in Business Central. Whether you're at your desk or on the go, Expense Agent helps you stay on top of business expenses with minimal effort.

Important

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

What Expense Agent does

Expense Agent handles the heavy lifting of expense management so you can focus on your work.

• Receipt scanning — Upload a photo or file of your receipt, and AI detects the merchant, amount, date, and category for you. You review the details and make changes if needed.
• Mileage expenses — Create mileage expenses directly from the dashboard. Enter your starting point and ending point, and the app calculates the distance and reimbursement amount based on your company's mileage rate.
• Expense tracking — Keep all your business expenses in one place with full details, attachments, and policy status.
• Expense reports — Group related expenses into reports and submit them for approval in a few steps.
• Policy compliance — Get real-time feedback on whether your expenses meet company policy before you submit. Soft warnings let you proceed with a note, while hard blocks prevent submission until the issue is resolved.
• Approval workflows — Approvers can review, approve, or send back expense reports with comments.

Open Expense Agent

To get started, go to Expense Agent in your browser. You can also send receipts by email, interact with the Copilot agent in Microsoft Teams, or use Microsoft 365 Copilot chat.

Ways to use Expense Agent

You can work with Expense Agent in four ways:

• Web app — Open Expense Agent for the full experience. Upload receipts by dragging them onto the Upload receipt (or drop here) area, create and edit expenses, build expense reports, and track approvals.
• Email — Send receipt photos or PDFs as attachments to your organization's expense mailbox. Expense Agent processes the attachments and creates expenses automatically.

Note

You don't need a Business Central license to use Expense Agent through the web app, email, or Copilot chat. These channels use Copilot credits instead. Learn more in Manage employee expenses.

How expenses flow

Every expense moves through a straightforward lifecycle:

1. You upload a receipt or create an expense manually. The status is Processing while AI scans your receipt.
2. The expense moves to the Drafts tab once details are extracted and ready for your review.
3. The different phases of an expense report itself moves from Draft → Submitted → Approved as it works through the approval process.

Get started with Expense Agent

Ready to dive in? Start with these articles:

• Upload receipts and create expenses in Expense Agent
• Review and edit your expenses

Related information

Manage employee expenses in Business Central
Upload receipts and create expenses in Expense Agent
Review and edit expenses in Expense Agent
Create and submit expense reports
Approve or send back expense reports
How expense policy compliance works
Understand expense and report statuses
Troubleshoot common issues in Expense Agent

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