After making a payment, you need to upload a receipt to help the Finance team track your expenses.
Please note that Spendesk does not generate receipts for you or the merchant.
The maximum allowed file size for a receipt is 10 MB. If necessary, you can use an online converter to compress the file.
Spendesk Mobile App
To upload a receipt via the Spendesk mobile app:
Open the payment and take a clear photo of the receipt, ensuring all relevant information is visible.
Click on the transaction to update its details, including the supplier name, purchase description, analytical code (if activated), and team.
Click on Add receipt to attach your receipt:
Tap on "Take a picture" to capture a photo directly from the app.
Tap on "Choose from gallery" to select a pre-downloaded receipt from your phone.
Once the receipt is attached, you will see a thumbnail image displayed. Click Save.
When all required information is added, the transaction will move from the Home tab to the Payments tab, where all your payments (both virtual and physical) are listed. If the information is incomplete, the payment will remain in the > My tasks section.
Desktop Version (Drag and Drop)
Log in to your Spendesk account.
Go to the Payments tab and select the payment you need to update. You can use filters to easily find older payments or payments among a large number of transactions.
Drag and drop the receipt file into the payment.
Submitting by Email (Using Marvin, our Accounting Robot)
You can also submit your receipts via email to Marvin, our accounting robot.
To forward your receipt to Spendesk via Marvin, send the PDF receipt to your company-specific email address. This address follows the format: receipts+{yourcompanyid}@spendesk.com.
To find Marvin's dedicated email address:
Go to the Payments tab.
Open the relevant transaction.
Click on "Or forward your receipts by email" under the transaction description.
A popup will appear displaying your unique email address. This address can be used by anyone in your company to forward receipts on behalf of others.
After the receipt is successfully linked to the payment, you will receive a confirmation email. If the link fails, you will also be notified.
Important: Ensure that your receipt is attached to the correct payment. Once the receipt is processed by the Finance team, it cannot be edited.
Note: It is important that your supplier only sends one receipt per email. Multiple receipts in one email may cause delays, as they will be stored for several days, and there’s a risk of a mismatch if a payment of the same amount occurs again.
What to Do if You Can’t Provide a Receipt
If the merchant does not provide a receipt or you lose it, you still need to report the transaction in Spendesk. Click on the link “Can’t provide a receipt” in the payment details and select the appropriate reason.
FAQ
1. What should I do if the receipt is not attaching correctly?
Ensure the file size is below 10 MB and that the image is clear. If you are still facing issues, try compressing the file or contact support@spendesk.com for assistance.
2. Can I attach multiple receipts to one payment?
No, you can only attach one receipt per payment. If multiple receipts are sent together, they may cause issues with the payment matching.
3. How do I know if my receipt was correctly attached?
Once the receipt is successfully linked, you will see a thumbnail image in the transaction. Additionally, you will receive an email confirmation from Marvin.
4. What if I need to correct a mistake after submitting the receipt?
Once the receipt is processed by the Finance team, it can no longer be edited. Ensure all details are correct before finalizing the submission.