How to convert a file 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.

Please note that:

  • If 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 Files area into an out-of-pocket expense, the file will be removed from the Files area and exist only on the out-of-pocket expense.

  • Any changes you make using the FreeAgent mobile app will be reflected in the desktop version of FreeAgent.

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


Select the ‘Smart Capture’ tab.

The ‘Smart Capture’ tab 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 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.

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