Factorial distinguishes between expenses already paid by the company with a Factorial Card and those you paid out of pocket. This ensures transparency in the approval and reimbursement process.

Card expenses

• Already paid by the company: These expenses are made using a Factorial Card, so you don’t need to pay upfront or request reimbursement.
• Automatically created: Every time you make a payment with your Factorial Card, a draft expense is automatically generated for you in the system.
• Just add the document: All you need to do is upload the receipt or invoice that proves the transaction. Factorial will send you a push notification on mobile to remind you.

Manual expenses

• Paid by you: These are expenses you’ve paid with your own money (for example, meals, transport, or supplies).
• Need reimbursement: Once submitted and approved, the company will reimburse you in the configured reimbursement cycle.
• Created manually: You need to create these expenses yourself by uploading the receipt and filling in the necessary details.

How to tell the difference

Every expense in Factorial has an “Expense type” field:

• Factorial Card → Expense made with a company card.
• Manual → Expense you paid for yourself and need reimbursement for.

This field is automatically filled in by the system, so you’ll always know the type of expense at a glance.

Tips and Best Practices

• Always upload receipts as soon as possible - whether for card or manual expenses.
• Double-check the Expense type before submitting to avoid confusion.
• For manual expenses, make sure your bank details are updated in Factorial to receive reimbursement smoothly.

FAQ

1. Do I need to submit receipts for Factorial Card expenses?
   Yes, even though the company already paid, receipts are required for compliance and accounting.
    
2. Can I change an expense type from Card to Manual?
   No, the system assigns this automatically based on how the payment was made.
    
3. Do manual expenses follow the same approval flow as card expenses?
   Yes, both expense types follow your company’s configured approval flow.