How to convert a file 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.
You can also 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
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. 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.
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’.
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 ‘Convert to a new expense’.
A new out-of-pocket expense will be created with the file as an attachment.
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. If you’ve converted a file from the ‘General files’ tab, you’ll need to manually enter all of these details.
Next, complete any additional relevant fields for the out-of-pocket expense.
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.