This article is for: employees.
Send your receipts to One, our AI assistant, and it creates an expense for each one, matches the ones you paid with a Factorial card, and sends them for approval when you say so. No more filling in one form per receipt.
Create expenses from your receipts
Overview
Use this when you have several receipts to report, for example after a trip. Send up to 10 files (photos or PDFs) at once. One must be available to you, and you need to be able to create expenses.
How to use
On the mobile app
- Open One and attach the receipts: take a photo or choose files.
- Write what you want, for example "create my expenses from these receipts".
- Answer One's questions and tell it whether to send them for approval.
On the web
- Go to My spending > My expenses.
- Click New expense and choose Upload receipts.
- Pick your receipts. One opens with "Create these expenses for me" and creates the drafts, asking for anything it can't read but your company requires (for example a project).
- Check the list of drafts (vendor, amount, total) and anything One flags as unclear.
- One asks whether to send them for review or keep them as drafts. Choose Send all for review or Keep all as drafts (the label counts your receipts, for example Send all three for review), then Submit.
- One confirms they're pending approval. They are sent as one expense group, named after the vendors, so they're reviewed together: find it in My spending > My expenses > Groups.
Add a receipt to a card payment from the notification
How to use
When you pay with a Factorial card, your phone asks for the receipt.
- Tap the notification ("Please, add a receipt to register the expense.").
- One opens with Add your receipt. Tap Take a photo, Select from gallery or Upload document.
- One matches the receipt to the card payment and sends the expense for review.
Tips and Best Practices
- Say how you paid, for example "I paid these with my personal card". If you don't, One files each receipt as paid by you and to be paid back to you, and looks for a matching Factorial card payment. If you say you paid with your own card or cash, One doesn't look for one.
- Check the summary before you send: One lists each receipt it read, and any file it skipped and why.
- Photos with several receipts: keep them apart and flat so each one is fully visible.
- Related: How do I create an expense? · Card expenses and manual expenses · How do I edit or take back an expense?
Troubleshooting and FAQ
Troubleshooting
One skipped a file.
One lists every skipped file with the reason, for example it wasn't a receipt, the file type isn't supported, or nothing could be read. Retake the photo or upload the original PDF.
A receipt in a shared photo kept the whole photo.
If One can't cut one receipt out of the photo cleanly, that expense keeps the full photo, and One tells you. The expense is still created.
One says an expense reported for someone else can't be grouped.
That's expected: expenses reported on someone else's behalf are created one by one.
I can't see Upload receipts.
One isn't available for you, or you can't create expenses. Use New expense > Regular expense instead. If you can't see New expense at all, see How do I create an expense?.
I tapped the card notification and One didn't open.
If you don't have One, the notification opens the card expense draft instead, where you can add the receipt yourself.
FAQ
1. Several receipts in one photo: why is the VAT breakdown missing on one of them?
If a receipt in the photo is small, folded or partly covered, One may not read its tax lines. Add the VAT on that expense by hand, or photograph that receipt on its own.
2. One made one expense per receipt, but a plain upload made only one. Is that a bug?
No. New expense > Regular expense creates one expense per upload, with every file attached to it. One creates one expense for each receipt it finds, and groups them when there are two or more.
3. Does One send my expenses without asking?
Only if you asked it to send them in the same message. Otherwise it creates drafts and asks you first.
4. Can One change who an expense belongs to?
One can move a draft you created by hand to someone else, if you're allowed to report expenses on that person's behalf. A card expense never changes owner.
5. What does One do with a photo that shows several receipts?
One creates one expense for each receipt in the photo, each with its own part of the photo attached.
6. Will One create a duplicate if the receipt belongs to a Factorial card payment?
Usually not. If a receipt matches a Factorial card payment that's waiting as a draft, One attaches the receipt to that card expense instead of creating a new one. One matches by amount and date. If it can't match, for example because of a tip or another currency, it creates a separate expense: see Card expenses and manual expenses.
7. What if I send One a receipt I've already reported?
If a receipt looks like one you've just reported, One tells you which expense it is and doesn't create it again.
8. Why are my expenses from One in an expense group?
When One creates two or more new expenses for you, it puts them in one expense group so they're reviewed together.
9. Can I tell One to send my receipts for approval straight away?
Yes. Open One from anywhere, attach the receipts and write, for example, "Here are my receipts from the Manchester trip, send them for approval". One then creates and sends them without asking again.
10. What else can I ask One to do with my expenses?
Ask in your own words; One only acts on what you ask and tells you what it did. For example: "Send my draft expenses for approval"; "I paid this with my personal card" (marks the expense as reimbursable to you); "Create these for my colleague" (naming them), if you're allowed to report expenses on someone else's behalf; "Take my taxi expense back to draft" (only while it's Pending); "Add a comment to the hotel expense: the client paid breakfast"; "Show my pending expenses" or "What did I spend last month?".