Factorial supports Regular, Per diem, and Mileage expenses. Regular are standard out-of-pocket purchases; Per diem is a daily allowance set by your company; Mileage reimburses business use of a personal vehicle at a configured rate.

Upload or snap a photo of the receipt - Factorial’s OCR pre-fills date, amount, merchant, etc. You can review/edit before sending. OCR supports PDF, PNG, and JPG.

Usually yes - your company policy decides. If required, the expense can’t be sent without a document.

PDF, PNG, JPG for OCR. You can attach multiple files to an expense if allowed by your company.

First, try to get a duplicate from the merchant (common and often accepted). Some expense tools use “missing receipt” affidavits; Factorial may not allow this depending on your company settings and local rules, so check your policy or ask Finance. (Industry examples describe affidavits as an option.)

Your company can enable compliant e-archiving in certain countries. For example, Factorial supports AEAT digitization (Spain) and expense homologation (France) when activated - then documents scanned in the mobile app are digitally signed and retained as legally valid copies. Check with your admin if this is enabled for your legal entity.

Open the draft, correct the field (amount, date, merchant, VAT), and save/send. If a receipt has multiple pages, scan them together in one upload to improve accuracy.

Card expenses (Factorial Card) are already paid by the company and appear automatically as drafts - you just attach the receipt and submit. Manual expenses are out-of-pocket purchases you enter yourself for reimbursement.

Supplier, category, amount, and date are fixed from the card transaction; you can typically edit VAT, description, or internal reference.

If no line appears in Card Payments (or My Expenses as a draft), the authorization likely never reached the issuer (e.g., terminal/network error). Try the transaction again (insert/chip instead of contactless), use another terminal, or contact your admin to check the card’s status/limits. Industry docs explain that failed authorizations won’t create a record.

• Draft: Not submitted yet (often OCR or card-created).
• Pending: Waiting for approval(s).
• Changes requested: Approver asked for edits or more info.
• Rejected: Not approved (reason should be in the comment).
• Approved: Ready for payment or payroll.
• Sent to be paid: Handed off to payroll/SEPA flow.
• Paid: Marked paid; funds may take time to arrive.

They flag that your expense breaks a rule (amount/category/timeframe) or pushes you over an assigned budget. These are warnings to approvers, who may still approve or ask for justification/changes depending on company rules.

Open the expense to read the approver’s note. Correct issues (wrong category, missing receipt/VAT, over limit without justification) and resubmit. If you believe the policy assignment is wrong, contact your manager or Finance.

Rates are assigned by your company (by legal entity or specific people). If you don’t see a rate, ping your admin/Finance to add you to the correct rate.

Typically no receipt - enter the trip details and the system calculates based on the configured rate. Company policy may still require supporting info (route, purpose).

Enter the document currency shown on the receipt. Factorial converts automatically to your company’s reimbursable currency using the applicable daily average rate; Finance sees both values. (Your legal entity’s base currency is set by admins.)

Use the tax fields (base amount, tax type, tax amount). You can add multiple VAT lines if needed. If VAT isn’t on the receipt, ask the merchant for an itemized invoice.

After approval, Finance marks expenses Paid either through payroll or a payment file (e.g., SEPA). You’ll receive a notification once marked paid, but funds can take additional time to arrive depending on your company’s process/bank.

Track the status on the expense detail. If it’s stuck in “Pending” or “Sent to be paid,” ask your approver or Finance for timing.

Go to Profile → Notifications and adjust email and mobile notifications for expense events (e.g., approvals, missing documents).

Not while it’s Pending; an approver must request changes. After Approval, edits are typically locked - ask Finance if a reset is needed.

Delete the duplicate draft before submitting. If both were submitted, ask your approver/Finance to reject or cancel one.

By default, you, your approvers, and authorized Finance/Admin users. Visibility beyond that depends on company permissions. (Admins configure who can view/download expenses.)