Capture Expenses

Before an expense can be submitted, any invoices/receipts need to first be captured on the system.

Zeno Expense is equipped with an Optical Character Recognition (OCR) feature which will automatically read details from receipts once an image has been captured.

The OCR will begin once the item is either saved or submitted. The OCR collects the information listed below from the receipt.

• Date
• Gross Amount
• Tax Amount
• Merchant / Vendor

How to Capture Expenses

Mobile App

1. Access the expense mobile app from your handheld device.
2. Complete one of the following...
   You have a physical receipt

   1. Click the orange Add icon, and select an Account option from the menu, as shown in the screenshot below.
      

      

      Tip

      You may see different menu options depending on the account types that have been enabled for you.

      This will activate your phone's camera.

   2. Click the Capture button to take a photo of the receipt, as shown in the screenshot below.
      

      Tip

      For the camera to capture the full content of the receipt effectively, it is recommended to have a dark background behind the receipt.

      

   You already have a photo of the receipt

   1. Click the orange Add icon, and select an Account option from the menu, as shown in the screenshot below.
      

      

      Tip

      You may see different menu options depending on the account types that have been enabled for you.

      This will activate your phone's camera.

   2. Select the GALLERY link and select a photo from your photo gallery.
   You do not have a receipt

   1. Click the orange Add icon, and select an Account option from the menu, as shown in the screenshot below.
      

      

      Tip

      You may see different menu options depending on the account types that have been enabled for you.

      This will activate your phone's camera.

   2. Select the Exit icon to attach an image to your claim at a later stage, as shown in the screenshot below.
      

      

3. You can change the Account option from Cash to a Corporate Card expense and vice versa if required.
   

   

   Note

   You cannot change the Account option on expenses after they are saved.

4. Select SAVE or SUBMIT.

Email

Zeno Expense has an additional feature that allows you to forward emails that contain receipts or tax invoices to our dedicated address: [e-mail].

Provided you have sent the email from the same address you have registered with Zeno Expense, we will convert the tax invoice into a partial expense and display the details in your user account. Zeno Expense will even attach receipts to corresponding corporate card transactions, where a ‘match’ can be found.

Multiple receipts and invoices can be included in the same email, and the system will split them into different partial expenses.

Scanned Images

Items already scanned or available on your computer can either be sent to [e-mail] as per the email capture option, or when logged in to the website you can attach these images directly to an expense.

In the expense form you will see an option "+ tax invoice" (the wording may differ per region):

Selecting this icon will allow your file explorer to select the appropriate image.

Note

These items will not be visible in the Mobile/Email Expense Items queue if they have been attached directly to an expense claim. In addition, OCR (Optical Character Recognition) will read the information from the receipt so this information will need to be captured manually.

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