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How to convert a file in the ‘Files’ area into an out-of-pocket expense

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

FreeAgent’s ‘Auto Extract’ functionality allows for relevant data to be extracted from a file that has been uploaded to your ‘Files’ area via the FreeAgent mobile app using ‘Capture for later’.

Please note that this functionality is not available for files that are uploaded to the ‘Files’ area via the desktop version of FreeAgent or that are uploaded from your mobile device without using ‘Capture for later’.

You can also attach a file from the ‘Files’ area to a bill or bank transaction. Please see this article for more details on how to attach a file to a bill, and this article for more details on how to attach a file to a bank transaction.

If you would like to convert a file in the ‘Files’ area into an expense using the FreeAgent mobile app, please see this article.

Navigate to the relevant file in the ‘Files’ area

Select the drop-down menu in the top-right of the screen and select 'Files’.


This will bring up a list of all your files. A lightning bolt icon will identify which files the ‘Auto Extract’ functionality can extract data from.


Select the chevron arrow to the right of the relevant file.


Convert the file to an out-of-pocket expense

Preview the file along with the extracted receipt date and total value.


If you would like to edit the name of the file before you convert it to an expense, select the three dots to the right of the file size and select ‘Edit name’.


Once you have edited the name, select ‘Save changes’.

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 date and total value will be added into the relevant fields of the ‘Expense details’ section automatically and highlighted in blue. Next, complete any additional relevant fields for the expense.


Review the details and select ‘Create New Expense’ to complete the process.

How can I view or edit the expense?

Once you’ve created the out-of-pocket expense, you can view or update it by following the steps in this article.

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