Use this guide to add or change expense items, manage receipt images, scan receipts, and assign scanned expenses to reports.

Open Expense #

Browse to MindSalt Mobile Expense. Tap Expense at the bottom of the screen.

Add, edit, copy, or delete an expense item #

Expense items record individual purchases, mileage, or other costs within an expense report.

Add an expense item #

1. Open an editable expense report.
2. Tap +.
3. If the Add expense menu opens, tap Add new expense.
4. Select the required Date.
5. Select the required Type.
6. Enter the required Description.
7. Select a client and project if those fields appear. Your organization may require a project for every expense or only for billable expenses.
8. Enter the required Amount, Mileage, or Quantity, depending on the expense type.
9. If you use a currency other than the account currency, select it and enter the displayed exchange rate.
10. Select the required Pay Method.
11. Review the Billable and Reimbursable settings.
12. Enter comments or account-specific fields when needed.
13. Add a receipt when required or useful.
14. Tap Save Expense Item.

An expense type may display instructions below the Type field. It may also supply default Billable or Reimbursable settings, require comments or a receipt, or change the amount field to Mileage or Quantity.

Edit an expense item #

1. Open an expense report.
2. Tap the expense item.
3. Change any available fields.
4. Tap Save Expense Item.

Submitted, approved, or otherwise locked items open as read-only.

Copy an expense item #

1. Open an editable saved item.
2. Tap Copy.
3. Confirm Copy Expense Item.
4. Review the new item that opens.
5. Make the changes you need, then save the item.

The copy uses the last saved source values. Unsaved changes are not copied. Receipt files are not copied.

Delete an expense item #

1. Open an editable saved item.
2. Tap Delete.
3. Confirm Delete this expense item?

Validation #

MindSalt checks the fields before saving. Common requirements include:

• date,
• expense type,
• description,
• amount, mileage, or quantity,
• currency for an amount-based expense,
• pay method,
• project when required,
• and comments when required by the expense type.

Additional MindSalt checks can prevent a save when the date is locked or a selected option is no longer available.

Add, view, replace, or remove receipts #

Attach receipt photos or supported files to an expense item. You can view saved receipts at any time you can open the item, and you can change them while the item is editable.

Add a receipt #

1. Open a new or editable expense item.
2. Tap Receipt or the receipt area.
3. Tap Take Photo to use the camera, or Choose from Device to select an existing file.
4. If you chose an image, use Adjust receipt to move and resize the crop around the receipt.
5. Tap Rotate if needed.
6. Tap Use Photo.
7. Finish the expense item and tap Save Expense Item.

Tap Retake / Choose Different Photo to replace the current selection before returning to the item. Tap Cancel to leave the crop screen without using the photo.

View a saved receipt #

1. Open the expense item.
2. Tap a saved receipt.
3. If an action menu opens, tap View Receipt.

Images open in the MindSalt receipt viewer. PDFs and other supported files open through your browser or device.

Replace a saved receipt #

1. Open an editable expense item.
2. Tap the saved receipt.
3. Tap Replace Receipt.
4. Take a photo or choose a file.
5. Adjust the image when prompted.
6. Tap Save Expense Item.

The old receipt stays in place until you save the expense item.

Remove a saved receipt #

1. Open an editable expense item.
2. Tap the receipt.
3. Tap Remove Receipt.
4. Confirm the prompt.
5. Tap Save Expense Item.

The item shows that the receipt will be removed when saved. Tap Undo remove before saving if you change your mind.

Use Smart Scan #

Smart Scan turns a receipt photo into an editable expense draft. It can suggest the date, expense type, description, amount, currency, and other expense details.

Start Smart Scan from Expenses #

1. Tap Expense.
2. Tap +.
3. Tap Smart scan.
4. Allow camera or photo access if your device asks.
5. Take a clear photo or choose the receipt image offered by your device.

Starting from the main Expenses screen creates an unassigned Smart Scan. You can review it now and choose an expense report later.

Start Smart Scan inside a report #

1. Open an editable expense report.
2. Tap +.
3. Tap Smart Scan.
4. Capture the receipt.

The review is connected to that report, and the final action is Add to Expense Report.

Adjust the receipt photo #

1. On Adjust receipt, move and resize the crop so the complete receipt is inside it.
2. Tap Rotate if the receipt is sideways.
3. Tap Use Photo.

Use Retake / Choose Different Photo when the receipt is blurry, cut off, or too far away. Smart Scan accepts receipt images, not PDF receipts.

Wait for processing #

The Smart Scan processing card shows the cropped receipt and starts with Fetching the receipt details… The status text changes while processing. Keep MindSalt open until the review screen appears.

Review the results #

On Review Smart Scan:

1. Review every suggested field.
2. Correct missing or inaccurate values.
3. Confirm the expense type, description, amount, currency, pay method, project, Billable setting, and Reimbursable setting.
4. Review any required comments or account-specific fields.
5. To leave the expense unassigned, tap Save Changes if you edited it, or Close when nothing changed.
6. If you started from the main Expenses screen, tap Add to an Expense Report, then choose Existing Expense Report or New Expense Report.
7. If you started inside a report, tap Add to Expense Report.

The scanned receipt is view-only during review. If the wrong receipt was scanned, delete the draft and start Smart Scan again.

For Existing Expense Report, choose an open or rejected report that you can still edit. For New Expense Report, fill out and save the report form. If you cancel before creating the report, the scanned expense stays in Unassigned expenses.

MindSalt saves your changes, then opens the report you chose or the new-report form. After the expense is added to a report, its receipt moves with it and the draft is removed from Unassigned expenses.

Delete a Smart Scan #

1. Open Review Smart Scan.
2. Tap Delete.
3. Confirm Delete this unassigned expense?

If Smart Scan cannot process the photo #

If the image does not look like a receipt or MindSalt cannot read the details, the processing card shows an error. Tap Take Another Photo to retry or Cancel to stop.

If the limit message appears, assign or delete unassigned Smart Scans before starting another scan.

Manage unassigned expenses #

An unassigned expense is a saved expense draft that is not yet part of an expense report. Smart Scans started from the main Expenses screen remain unassigned until you add them to a report or delete them.

Find unassigned expenses #

1. Tap Expense.
2. Tap the tray button in the upper-right corner. Its badge shows the number of available unassigned expenses.
3. Review the Unassigned expenses sheet.
4. Tap an expense to open it.

You can also open the list from an editable report:

1. Open the report.
2. Tap +.
3. Tap Add unassigned expense.

Review and correct an unassigned expense #

1. Open the unassigned expense.
2. Review all fields and the receipt.
3. Correct any missing or inaccurate values.
4. Tap Save Changes to save corrections and return, or Close when nothing changed.

Smart Scan drafts display a Smart Scan label and a notice that suggestions are editable.

Add it to an existing report #

1. Open the unassigned expense.
2. Tap Add to an Expense Report.
3. Tap Existing Expense Report.
4. Select an open or rejected report that is still editable.

Only open or rejected reports that you can still edit appear in the list. MindSalt saves your changes before showing the available reports.

Create a new report for it #

1. Open the unassigned expense.
2. Tap Add to an Expense Report.
3. Tap New Expense Report.
4. Enter the report date and required name.
5. Tap Save Expense Report.

MindSalt creates the report and adds the expense. If adding the expense fails after the report is created, MindSalt returns you to the review so you can correct it and try again.

Delete an unassigned expense #

1. Open the expense.
2. Tap Delete.
3. Confirm the deletion.

Deleting also removes its stored receipt.

What happens after assignment #

MindSalt creates a normal expense item in the selected report, transfers the receipt, and removes the unassigned draft after the full operation succeeds.

Related articles #

• Manage expense reports on mobile
• Add expense items and receipts
• Scan and review receipts with Smart Scan
• Troubleshoot MindSalt Mobile