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

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

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

Navigate to the relevant file in the Files area

Tap the ‘☰’ (mobile app navigation menu) at the top-left of the FreeAgent mobile app and select ‘Files & Smart Capture’.

Select the ‘Smart Capture’ option.

The Smart Capture page will contain files which have had the date and amount automatically extracted by FreeAgent’s Smart Capture functionality.

Select the relevant file from the list.

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 date, total value and a suggested category will be added into the relevant fields of the ‘Expense details’ section automatically and highlighted in blue with a lightning bolt symbol. Please note that if some of the data was unable to be extracted, the relevant fields will not be automatically populated and you’ll need to manually enter the details.

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

Tap the ‘☰’ (mobile app navigation menu) at the top-left of the FreeAgent mobile app and select ‘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.