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[This article is prerelease documentation and is subject to change.]
Expense Agent in Business Central automates parts of the expense management process by monitoring an email mailbox. It can detect expense-related emails, create expenses automatically, and send reminders about open expense reports.
Important
- This is a production-ready preview feature.
- Production-ready previews are subject to supplemental terms of use.
What the agent does
Expense Agent runs on a schedule and performs three tasks:
- Reads incoming emails to retrieve new messages from the configured mailbox and find expense-related content such as receipt confirmations and credit card statements.
- Sends outgoing emails for queued messages, such as confirmations and responses to expense users.
- Sends reminder notifications. If open report notifications are enabled, the agent sends reminders to expense users who have open expense reports.
How email processing works
When the agent finds a relevant email, it extracts key details like the date, amount, merchant, and category. It then creates an expense record for the corresponding expense user.
The agent also groups expenses into expense reports automatically based on the configured reporting period. Afterward, the agent sends a confirmation email back to the user. The confirmation includes a summary of the created expenses, the total amount, and a link to review the expense report directly in the Expense Agent web app.
Note
The agent suggests expense details based on the email content. Always review automatically created expenses to make sure the information is accurate before submitting the report.
Prerequisites
Before the agent can process emails, an administrator must:
- Enable the agent on the Expense Agent Setup page.
- Configure a mailbox account that the agent monitors.
- Activate the Expense Agent capability on the Copilot & Agent Capabilities page.
- Accept the privacy notice.
- Add users to the Agent Access Control list to specify who the agent can work on behalf of.
Reminder notifications
When enabled, the agent sends periodic reminders to expense users who have expense reports in Open status. The reminders help ensure that people submit reports on time.
Administrators configure the reminder frequency (weekly, monthly, or custom) and schedule on the Expense Agent Setup page. Learn more at Configure notification settings.
Security and access
The agent works within the permissions assigned to it. Administrators control which users the agent can act for, and which users can configure the agent. These settings are available on the Agent Access Control FastTab of the Expense Agent Setup page.
The agent only sends emails to users who are registered as expense users.
Related information
Set up expense management
Create and manage expenses
Manage employee expenses