Create multiple expenses at once and perform batch actions to save time when managing many expenses.
Overview
Bulk operations allow you to work with multiple expenses simultaneously, significantly reducing the time needed to manage large numbers of expenses. This is especially useful after business trips, conferences, or when processing a backlog of receipts.
Bulk expense creation
Create multiple expenses in a single operation by uploading several receipts at once.
Step 1: Access bulk creation. Click "New Expense" and select the "Bulk Upload" or "Multiple Receipts" option (the exact label depends on your organization's configuration).
Step 2: Upload multiple receipts. Drag and drop multiple receipt images into the upload area, or click to browse and select multiple files. You can upload up to 20 receipts at once.
Step 3: OCR processing. Eloope processes all uploaded receipts simultaneously using OCR technology. Each receipt is analyzed to extract:
- Merchant name
- Transaction amount
- Date
- Suggested category
Step 4: Review extracted data. A summary screen shows all receipts with their extracted information. Review each expense card to verify:
- The extracted data is accurate
- The correct category was assigned
- The amount and date are correct
Step 5: Edit as needed. Click on any expense card to edit its details. Fix any OCR errors or add missing information before saving.
Step 6: Save all expenses. Click "Create All" or "Save Expenses" to create all the expenses at once. Each expense is created individually but in a single batch operation.
Bulk assignment to reports
Add multiple expenses to a report simultaneously.
Select expenses. On the Expenses page, use the checkboxes to select multiple expenses. You can also use "Select All" to select all visible expenses.
Choose report. Click "Add to Report" from the bulk actions menu. Select an existing draft report from the dropdown, or create a new report.
Confirm assignment. Review the selected expenses and confirm the assignment. All selected expenses are added to the report in a single operation.
Activity logging. When expenses are bulk-assigned, the report's activity timeline records the action, including:
- Number of expenses added
- Total amount added
- Names of the expenses
Bulk delete
Remove multiple expenses at once when they're no longer needed.
Select expenses. Check the boxes next to expenses you want to delete. Only draft expenses (not in submitted reports) can be bulk deleted.
Delete action. Click "Delete" from the bulk actions menu.
Confirmation required. A confirmation dialog shows:
- Number of expenses to be deleted
- Total value of expenses being removed
- Warning that this action cannot be undone
Execute deletion. Confirm to permanently delete all selected expenses.
Restrictions. You cannot bulk delete expenses that:
- Are part of submitted or approved reports
- Were created by other users (unless you're an admin)
- Have active split expense settlements
Bulk actions menu
The bulk actions menu appears when one or more expenses are selected. Available actions include:
Add to Report. Assign selected expenses to a draft report.
Remove from Report. Remove selected expenses from their current report, returning them to draft status.
Delete. Permanently remove selected draft expenses.
Export. Download selected expenses as a CSV file for external use.
Change Category. Update the expense category for all selected expenses at once.
Assign Cost Center. Set the cost center for all selected expenses (managers only).
Filtering for bulk operations
Use filters to find specific expenses before performing bulk actions:
Date range. Filter expenses by date to find all expenses from a specific trip or time period.
Category. Show only expenses of a certain type, like all meals or all transportation expenses.
Status. Filter by draft, reported, or other status to see only expenses you can modify.
Amount range. Find expenses within a certain amount range.
Has receipt. Filter to show only expenses with or without attached receipts.
Search. Use keyword search to find expenses by merchant name, description, or reference number.
Best practices
Process receipts regularly. Don't let receipts pile up. Bulk upload receipts weekly to keep your expense tracking current.
Review before bulk saving. Always review OCR-extracted data before saving. It's faster to fix errors during review than to edit individual expenses later.
Use filters effectively. Narrow down your expense list before selecting items for bulk operations. This reduces errors from accidentally selecting wrong expenses.
Double-check deletions. Bulk delete is permanent. Always review the list of selected expenses before confirming deletion.
Group related expenses. When bulk adding to reports, filter to find all expenses from a specific trip or project first, then select and add them together.
Check permissions. Some bulk actions may be restricted based on your role. If an action isn't available, you may need to ask a manager or admin for assistance.
Bulk operations limits
To ensure system performance and data integrity:
- Upload limit: Maximum 20 receipts per bulk upload
- Selection limit: Maximum 100 expenses can be selected at once
- Processing time: Large bulk operations may take a few seconds to complete
- Report limits: A single report can contain up to 500 expenses
Related articles
- Creating expenses
- OCR accuracy
- Submitting reports
- Expense status