How to convert a file in the 'Files' area into an out-of-pocket expense using the FreeAgent mobile app

This article explains how to use the FreeAgent mobile app to convert a file in your ‘Files’ area, for example a receipt, into an out-of-pocket expense.

FreeAgent’s ‘Auto Extract’ functionality automatically extracts the date and amount from a file that has been uploaded to your ‘Files’ area via the FreeAgent mobile app using ‘Capture for later’. This functionality is not available for files that are uploaded to the ‘Files’ area via the desktop version of FreeAgent or uploaded from your mobile device without using ‘Capture for later’.

Attachments added through the ‘Capture for later’ functionality will be saved to the ‘Files’ area and will automatically be assigned to ‘Money Out’ bank transactions that are marked ‘For Approval’ and have a matching date and value.

Once the bank transaction is approved, or the file is converted into an out-of-pocket expense, the attachment will be removed from the ‘Files’ area and exist only on the bank transaction or out-of-pocket expense. Find out more about how FreeAgent automatically matches receipts to bank transactions and how to disable the functionality.

Please note that any changes you make using the FreeAgent mobile app will be reflected in the desktop version of FreeAgent.

You can also attach a file from the ‘Files’ area to a bill or bank transaction using the FreeAgent mobile app. Find out more about how to attach a file to a bill and how to attach a file to a bank transaction that has been explained or is currently unexplained.

Navigate to the relevant file in the ‘Files’ area

Tap the three-lined 'hamburger' icon at the top-left of the FreeAgent mobile app and select ‘Files’.

Select the relevant file from the list. A lightning bolt icon will identify which files the ‘Auto Extract’ functionality can extract data from.

Convert the file to an out-of-pocket expense

Review the file, receipt date and the total value. Once you’re ready to proceed, select ‘Convert to a new expense’.

A new out-of-pocket expense will be created with the file as an attachment. The automatically extracted information is highlighted with a lightning bolt symbol.

Next, complete any additional relevant fields for the out-of-pocket expense.

Review all of the out-of-pocket expense details and once you’re ready to proceed, select ‘Save’ in the top-right corner.

How can I view or edit the out-of-pocket expense?

Once you’ve created the out-of-pocket expense, you can view or update it on your device by tapping the three-lined 'hamburger' icon at the top-left of the FreeAgent mobile app and selecting 'Expenses.

Select the new out-of-pocket expense from the list provided.

Edit any of the out-of-pocket expense details as needed, then select ‘Save’ in the top-right corner.