My Expenses is a personal receipt workspace available to every employee who is a Requester in at least one active Expense Claim Workflow. It gives employees a single place to capture, store, and manage individual receipts as they happen and then group them into an expense claim for approval when ready.
Both corporate card payments and out-of-pocket expenses can be captured in My Expenses.
Accessing My Expenses
My Expenses is accessible from the main navigation panel in ApprovalMax.
Please note: My Expenses is only visible to users who have Requester permissions in an enabled Expense Claim Workflow in their Organisation.
Uploading receipts
There are two ways to add a receipt to My Expenses:
Click + Add Expenses and select the files you want to upload.
Drag and drop receipt files directly onto the page.
Supported file formats are PDF, JPG, JPEG, PNG, BMP, TIF, and TIFF, with a maximum file size of 10 MB per file.
Once uploaded, ApprovalMax automatically reads each receipt and extracts the description, currency, and amount, creating a draft expense entry with those fields pre-filled. You can click any receipt to preview it and review or edit the recognised data before submitting.
The four tabs
My Expenses organises your receipts across four tabs so you always know where each one stands:
To be claimed — draft expenses that have not yet been added to an expense claim. This is where you review, edit, and select receipts before grouping them into a claim.
On Approval — expenses that are linked to an expense claim currently on review, on approval, or on hold.
Rejected — expenses whose linked claim was rejected, either by an approver, or automatically by the system when the push to Xero failed.
Archive — expenses linked to claims that have been approved or cancelled.
Creating an expense claim from My Expenses
Once your receipts are recognised and ready, select the receipts you want to submit, then click Add to Expense Claim.
ApprovalMax creates a new draft expense claim with the selected expenses pre-filled as line items, ready for you to complete and submit for approval.
The claim is then routed automatically to the Approvers defined in your Expense Claim Workflow.
You can also add expenses to an existing open claim directly from inside the claim form. For full details on both paths, see [How to add my expenses to a new or existing Expense Claim].
Filtering and sorting
You can filter your expenses by employee (your own plus any shared with you), expense date range, and currency. Sorting is available by creation date (default, newest first), expense date, and amount.
Sharing access
By default, every receipt captured in My Expenses is private to the person who uploaded it. Account Owners can grant other Organisation members access to view, edit, and manage their expenses. For details on how sharing works, see How sharing and access work for My Expenses.
My Expenses on mobile
The ApprovalMax mobile app for iOS and Android lets employees capture receipts on the go, upload them to My Expenses, and track the status of every submission from anywhere. All the functionality available in the web application is also available in the mobile app.