Your bookkeeper or accountant can get every receipt your team logs, without anyone forwarding a thing. Turn on Send to accounting, add their email address, and each receipt is emailed to them with the photo or PDF attached shortly after it's read.
Who can do this: owners, admins, and anyone whose role has Expenses & Purchase Orders set to Everything.
Open the expense settings
Click Expenses in the sidebar, then the settings gear (Expense settings) on the Overview tab. Choose Send to accounting.
Turn it on and add the addresses
- Switch on Send every receipt to.
- Under Addresses, type an email address and press Enter or a comma. Add up to 5 addresses.
- To remove one, click the x on it.
Your changes save on their own. If the switch is on but there's no address yet, you'll see Add at least one address to start sending.
What gets sent
Every expense that gets a receipt is sent, wherever the receipt came from:
- uploaded in the office with Upload a receipt,
- snapped by a tech in the mobile app,
- emailed to your company's receipt address (see Tracking expenses and receipts).
Each expense is one email, sent within about a minute of the receipt being read. A receipt with several pages arrives as one email.
The email's subject reads Receipt · [merchant] · [amount] · [who uploaded it]. Inside are the merchant, amount, tax, date, category, job (if any), how it was paid, the reference number and who uploaded it, plus a link to open the expense in Run a Call.
| Receipt file | How it arrives |
|---|---|
| Photo or PDF up to 10 MB | Attached to the email |
| Bigger than 10 MB | As a link the accountant clicks to open it. The link works for 7 days. |
Expenses without a receipt file aren't sent.
See what was sent
An expense that's been emailed shows a Sent to accounting pill with the time in the expenses list. Open the expense to see the date and time it went.
Send one again
Open the expense, click More actions (⋯) at the bottom, and choose Resend to accounting. You'll see Sending to accounting — it goes out within a minute.
For an expense that hasn't gone yet, for example because it was logged before you turned this on, the same menu item reads Send to accounting.
Each expense is sent once on its own. If you add another receipt page to an expense that has already gone, use Resend to accounting so your accountant gets the full set.
If a receipt didn't arrive
Owners and admins get a notification when receipts couldn't be emailed, for example because your company reached its daily email limit or the accounting address keeps bouncing. Fix the address under Send to accounting if needed, then open the expense and choose Resend to accounting.