Learn how to create a new expense in Eloope, attach a receipt, and choose what happens next.

Create a new expense

Navigate to Expenses in the left sidebar.
Click New Expense in the top-right corner.
Fill in the required fields (see below).
Click Save to store the expense.

The New Expense form with required fields highlighted

Required fields

Every expense needs the following information:

Merchant / Vendor: The business or person you paid.
Amount: How much you spent.
Date: When the transaction occurred.
Category: The type of expense (e.g., Meals, Travel, Software).

Optional fields

You can add more detail to any expense:

Description: A short note explaining the purchase.
Funding Source: How the expense was paid (Business, Personal, Company Card, etc.).
Payment Method: The specific payment instrument used (Cash, Bank Transfer, Credit Card, etc.).
Company Card: If paid with a company card, select the card from the dropdown (shows card name and last 4 digits). Only cards assigned to you appear here.
Reimbursable: Toggle on if you need to be reimbursed for this expense.
Cost Center: The department, project, or budget the expense belongs to.
Tags: Add custom labels to organize and filter expenses.

Attach a receipt

You can attach a receipt to any expense. Click Attach Receipt and upload an image (JPG, PNG) or a PDF file. The receipt is stored alongside the expense and included when you submit a report.

Note: Some company policies require a receipt for expenses above a certain amount. Check your organization's expense policy.

Save as draft or add to a report

After filling in the details, you have two options:

Save as Draft: Stores the expense without adding it to a report. You can come back and edit it later.
Add to Report: Attaches the expense to an existing or new expense report immediately.

Expense statuses

Every expense moves through a series of statuses:

Status	Meaning
Unassigned	Saved but not yet added to a report. You can edit freely.
Draft	Added to an expense report that has not been submitted yet.
Pending	The report containing this expense has been submitted for approval.
Approved	A manager or approver has approved the expense.
Reimbursed	Payment has been issued to you.
Rejected	The expense was not approved. You can edit and resubmit it.

Note: You can only edit or delete expenses that are in Unassigned status or in a Draft report. Once an expense is submitted, changes require an amendment request.

Create an expense