This article is for: finance teams and admins.
Factorial creates an expense for every accepted payment with a Factorial card, and it waits until the cardholder adds the receipt. Here's how to find card expenses still missing something and get them finished before month-end. A payment is ready for your books once it has its receipt, category, project, cost centre and VAT; One, our AI assistant, fills in most of that when the cardholder sends the receipt.
Find card expenses still missing their receipt or details
Overview
A card expense stays in Draft until the cardholder adds the receipt and sends it, or One sends it for them. So card expenses still in Draft are waiting for a receipt or a required field. There's no "missing receipt" filter: use the card and status filters below. You need permission to view the expenses of the people you're checking.
How to use
- Go to Spending > Employee expenses.
- Filter Expense type by Factorial Card and Status by Draft.
- Optionally, filter Document date by the month, or Owner by person.
- Open an expense to see what's missing. If a required field is empty, it shows Review your expense details with Missing required field and the field names.
- Ask the cardholder to finish it with a comment on the expense. See How do I leave a comment on an expense?.
Get cardholders to finish them on their own
Overview
Factorial already chases for you:
- At each payment: the cardholder gets one New card payment push asking for the receipt. With One, it opens Add your receipt and One completes the expense.
- Every week: the Expenses in draft reminder goes out by email and push every Monday at 08:00 in each employee's time zone, for drafts dated from the first day of the previous month, card and manual.
- Required fields: make fields like project or cost centre mandatory in the expense form. One asks for them when it matches a receipt, and the expense flags them until they're filled. See How do I choose what the expense form asks for?.
- Review: card expenses follow your approval flow and Expense checks like any other expense. See How do I check expenses against my expense policy?.
Tips and Best Practices
- Run the Factorial Card + Draft filter weekly, not only at month-end.
- Ask cardholders to add the receipt from the payment notification: it takes seconds, and One does the matching.
- Related articles: Card reconciliation: what it means and how it works · How are card payments matched to expenses and receipts? · How do I close the month in Expenses? A checklist for finance · How do I set up expense notifications and alerts?
Troubleshooting and FAQ
Troubleshooting
- A cardholder sent the receipt, but the card expense is still in Draft. One didn't match the receipt, so it created a separate manual expense. Ask the cardholder to delete the manual expense and add the receipt to the card expense. See How are card payments matched to expenses and receipts?.
- I don't see an employee's own drafts in the list. Drafts people create themselves stay private until they send them. Card drafts are shown because Factorial created them.
FAQ
1. Is there a filter for expenses without a receipt?
No. Card expenses in Draft are the ones still waiting for their receipt. For an expense that was already sent, open it to check its receipt.
2. Can I change the day or time of the Expenses in draft reminder?
No. The Expenses in draft reminder is sent every Monday at 08:00 in each employee's time zone and can't be configured. Each person can choose email or push for it in their notification settings.
3. Does the Expenses in draft reminder go to managers or finance?
No. It goes to each person about their own drafts. Factorial doesn't send managers or finance a summary of other people's drafts.
4. Does the New card payment notification repeat if the receipt is still missing?
No. The New card payment push is sent once per payment, to the cardholder's phone, never by email. The weekly Expenses in draft reminder covers what's still pending.
5. Which drafts does the Expenses in draft reminder include?
Drafts dated from the first day of the previous month until today, except expenses in an expense group.
6. How do I chase missing receipts every month?
Weekly or at month-end, filter Expense type by Factorial Card and Status by Draft (steps above), open each expense and ask the cardholder for the receipt with a comment. Factorial also sends cardholders a New card payment notification at each payment and the weekly Expenses in draft reminder.
7. Where do I see card payments that didn't create an expense?
Refunds, declined payments and cards issued for Software, Procurement or Benefits don't create expenses. Go to Treasury > Cards, open the card and check Card payments.
8. How do I find a record that a card payment was made, or download the movements?
Every payment is on the card's Card payments tab with its merchant, amount, date and status. To download the movements of the cards account, open it in Treasury > Accounts and click Export transactions.