Submitting Expenses in the Expense App
Creating and managing expenses is easy in the Continia Expense App. Submitted expenses are transferred through Continia Online, with the next synchronization, to Business Central. Typically, the Continia Expense App is set to automatically synchronize with Continia Online using job queues. With its AI-powered receipt scanner, the app enhances efficiency by automatically extracting and filling in essential details from receipts, such as the Amount, Currency, Document Date, Merchant, and VAT or GST amount. This automation significantly reduces manual data entry and lowers the risk of errors. Additionally, an auto-fill feature reuses recognized information across similar expenses, further reducing repetitive entries and saving time.
For a quick overview of how the autofill feature can improve the speed and accuracy of submitting expenses, watch the video below or enroll in the Expense Management learning path.
To create and submit an expense in the Expense app:
Open the Continia Expense App, and select New Expense or Create to enter the details using a photo of the receipt.
Note
If your account is set up with private and company cards, you are prompted to select the expense payment type.
To create a new expense, it's recommended to begin by uploading an image of the receipt or invoice. The AI-powered receipt scanner will automatically identify and populate key details, saving time and minimizing manual entry errors. You can review and adjust any details entered by the AI scanner or auto-fill feature and add information to any other relevant fields. To add a picture of the receipt:
- Capture a picture of your receipt by selecting the camera option. Take a photo of the receipt to attach it to the expense.
- Alternatively, you can choose a picture from your camera roll by clicking the paperclip icon and selecting the receipt image.
Once all required information is complete, simply swipe the Submit slider to finalize. To return to an expense that hasn’t been submitted, go to the app’s home page and select Open.
To enter or change the information, you can use the following fields:
Note
Please note that the fields in the app may vary depending on the setup.
Field1 Required field Description Amount 
Enter the amount and select the currency from the drop-down list. The list contains all the currencies available in Business Central. To easily access your commonly used currencies, mark them as favorites by selecting the star next to each currency. These marked currencies will appear at the top of the list whenever you submit a new expense.
To enable automatic currency selection based on your current location, you need to grant the expense app access to your location. Once you have given the app access to your location, it will automatically choose the currency associated with your current location.Registration Date 
Enter the date. By default, the date is set to the current date. Payment Type If the user is set up with credit card specifications, the app will prompt you to choose whether the expense is Cash/Private Card or a Corporate credit card expense. Expense Type Expense Types are pre-set in Business Central, and each type has a designated posting definition. Choose the appropriate code to categorize your expenses, which will then associate it with the corresponding posting setup. The expense types that are available in the app depend on the setup. Refer to the Setting up Expense Types article to learn more about expense types@EM-41) article.
Similar to currencies, you can mark frequently used expense types as favorites by clicking the star icon. These favorite types will appear at the top of the screen when selecting an expense type for a new expense.Description Enter a description of the expense. Once it has a value, it cannot be overwritten. Project Projects are pre-set in Business Central. Choose the appropriate code to assign your expenses to a specific project. Admin Comment View communication comments between the expenses user, admin, and approvers. Job No. You can assign expenses to a specific job. For more details, refer to the Using Jobs and Job tasks article. Job Task No. You can assign expenses to a specific job task. For more details, refer to the Using Jobs and Job tasks article. Allocation This option is beneficial when splitting expenses into different lines. To do this, click on the plus icon, and it will enable you to split the expense and add the amount (or percentage) and specific details, such as department and project, for each part of the expense separately. This allows you to precisely allocate expenses and maintain accurate records for better financial tracking and reporting. Add to settlement The option of adding an expense to a settlement allows you to include the expense within a group of documents. A settlement typically consists of multiple related financial documents, such as invoices, receipts, or other expense items. By adding your expense to a settlement, you are grouping it with these other documents for a specific purpose or transaction. Add to report Allows you to add multiple expenses to a report. - The available fields depend on the setup.
Submit the Expense. Once you have filled in all the necessary information, submit the expense for approval by swiping to the right. Your expense is now ready for the approval process.