How to convert a file 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.

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.