To add an expense in MindSalt Mobile, first create an expense report. Then add one or more expense items and attach each receipt to the item it belongs to.

Understand expense reports and expense items #

An expense report groups related expenses so you can review and submit them together. The report contains overall information, such as a report name, report date, and comments.

An expense item records one purchase, mileage entry, or other cost within the report. Each item has its own date, expense type, description, amount, payment method, and other details. Receipts are attached to individual expense items, not to the report as a whole.

For example, a report named August client visit could contain separate expense items for airfare, a hotel stay, and a meal. Each purchase is an item with its own receipt, while the report keeps the related items together.

Create an expense report #

1. Tap Expense in the navigation at the bottom of the screen.
2. Tap +.
3. If the Add expense menu opens, tap New expense report.
4. On New Expense Report, select the report date.
5. Enter the required Report name.
6. Add overall report Comments if needed.
7. Tap Save Expense Report.

MindSalt creates the report and opens it. You can now add the first expense item.

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.

To record another purchase, return to the report, tap +, and repeat these steps. Each purchase should be saved as a separate expense item.

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, 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.

Related articles #

• Create and submit expense reports on mobile
• Use Smart Scan on mobile
• Add expense items and receipts on desktop
• Troubleshoot MindSalt Mobile