Convert a Smart Capture file into an out-of-pocket expense

This article explains how to convert a file from the Smart Capture tab in your Files area, for example a receipt, into an out-of-pocket expense.

Please note:

  • Only a file in the Smart Capture tab can be converted into an out-of-pocket expense.
     
  • When you convert a file from the Smart Capture tab into an out-of-pocket expense, FreeAgent’s Smart Capture functionality will attempt to automatically extract the date and amount and suggest a cost category.
     
  • When you convert a file from the Smart Capture tab into an out-of-pocket expense, the file will be removed from the Files area and exist only on the out-of-pocket expense.

You can also convert a file into a bill, or use the FreeAgent mobile app to convert a file into an out-of-pocket expense or attach an image file to an out-of-pocket expense, bill or bank transaction.

Navigate to the relevant file in the Files area

Navigate to the drop-down menu at the top-right of the screen and select 'Files & Smart Capture’.

Files and smart capture highlighted on drop down menu under business name.

This will bring up a list of all your files. Files which have had the date and amount extracted will be added to the Smart Capture tab and have a lightning bolt icon next to it.

Lightning bolt icon highlighted on Smart Capture tab showing extracted data.

If you would like to edit the name of the file before you convert it to an out-of-pocket expense, select the three dots to the right of the total value and select ‘Edit name & privacy’.

'Edit name and privacy' highlighted on drop down menu.

Once you’ve made the relevant changes, select ‘Save changes’.

Convert the file to an out-of-pocket expense

Select the three dots to the right of the total value and select ‘Create expense’.

'Create expense' highlighted on drop down menu.

A new out-of-pocket expense will be created with the file as an attachment.

New out of pocket expense page.

If you’ve converted a file from the Smart Capture tab, the date, total value and a suggested category will be automatically added into the relevant fields of the ‘Expense details’ section and highlighted in blue.

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

Expense details area on New out of pocket expense page.

Review the details and select ‘Create New Expense’ at the bottom of the screen to complete the process.

Once you’ve created the out-of-pocket expense, find out how to edit an out-of-pocket expense.

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