Extend makes it easy for employees to attach receipts and for finance teams to manage receipt documentation. You can set “receipt required” rules, easily see which transactions are missing receipts, and send reminders to employees who need to attach them. At the end of the month, you can export all the receipt attachments matched to their corresponding transactions. Consider this a win for the finance team!

Set receipt rules

The Owner and Admins can set receipt rules in Extend for the company to follow. You can make receipts mandatory for all transactions or make them required for transactions over any amount you set.

Any time you update your receipt rule, everyone on your team will get a notification from Extend—no excuses now, huh?

Note: Receipt rules do not apply to guest virtual cards.

📍To manage your org’s receipt rules, visit the Business Rules tab on the Organization Settings page or select “Receipt Rules” from the Receipt Tools drop-down menu on the Transactions page.

Attach receipts

All card types, including guest cards, support BMP, GIF, JPG, PNG, TIF, and PDF attachments. 

📍You can attach your receipts in a few ways: 

1. Email forwarding: From your registered email address, email or forward your receipt(s) directly to receipts@paywithextend.com. Your receipt will automatically match to the corresponding transaction. File size restrictions may apply depending on your email client. 
2. Auto-matching: From the home page, click the Create New drop-down menu and select Auto-match receipts. Upload up to 10 receipt image(s) or files at a time and voilà… matched! ‍
3. Manual attachment: From the Transactions page, locate the transaction to which you’d like to attach a receipt. Select the transaction and “Add receipt” on the transaction details screen.

Did you know? 🔎
You can easily capture and attach receipts on-the-go with receipt auto-matching.

Send receipt reminders

The Owner, Admins, and Bookkeepers can remind employees to attach receipts with in-app reminders. You can send one bulk reminder to everyone with missing receipts or by individual transactions. Users will receive a notification and an email, and will be able to see which expenses still need a receipt.

📍From the Transactions page, select “Receipt Reminder” on the Receipt Tools drop-down menu.

Export receipts

Anyone can download their own transaction data and attachments. The Owner, Admins, and Bookkeepers can download all of the company's transaction data with corresponding attachments. With everything already matched, there's no manual reconciliation so you're already audit-ready.

📍From the Transactions page, apply filters as needed and select “Download” to export the data.

FAQs

Who can manage receipt rules and reminders? 
The Owner, Admins, and Bookkeepers can set and change the receipt rule for their org, as well as, send receipt reminders to all users in their org who are missing required receipts.

Where can I view receipt reminders?
Each person will receive an email and an in-app notification with a link to a pre-filtered view of their transactions missing receipts. Even if they have multiple missing receipts, they will only receive one reminder.

Can I exclude specific transactions from a receipt rule?
The Owner, Admins, and Bookkeepers can click on a cleared transaction and scroll down to the section where they can disable the receipt rule for that transaction.