Every expense line in an Expense Claim requires a receipt. Receipts provide the evidence behind each expense and are carried through to Xero after approval.
For corporate card claims, each receipt is uploaded to the corresponding Spend Money transaction in Xero.
For out-of-pocket claims, receipts are copied to the Bill created in ApprovalMax.
Supported file types and size limit
Receipts must be in one of the following formats: PDF, JPG, JPEG, PNG, BMP, TIF, or TIFF. The maximum file size is 10 MB per file.
Adding receipts to an Expense claim
Receipts can be attached to expense lines in several ways. You can capture and store receipts in My Expenses first and then add them to an Expense Claim when ready.
Alternatively, when creating an Expense Claim via the standard request workflow, you can add receipts manually by uploading them into the Receipt column of each expense line, upload multiple files as regular line attachments with each file creating a new line, or upload via ApprovalMax Capture, and pre-fill the expense line details automatically.
Receipt rules
Once a receipt has been attached to an expense line, it cannot be replaced. If you need to edit a line and add a different receipt, delete the line and recreate it.
Each receipt file can only be referenced by one line within the same claim.
Mileage lines on out-of-pocket requests are the only exception; receipts are optional and not required for submission.