Review and correct an expense

After uploading, compare the recorded expense with the original document. A successful upload does not guarantee every detail was read correctly.

The badge beside each expense status shows how many expenses have that status in the selected period, using the selected date type. Counts include unselected statuses and do not change when you narrow the list by status, supplier, expense type, amount, or search. A zero means there are no expenses with that status in the period. If a count is unexpected, check the period and date type first.

Choose the screen you use for SmartBill:

Historical expenses imported through SmartBill Office are labelled Manual import in the dashboard source column. Amounts and classifications come from the accounting export; it may not include an original file or supplier. Expenses without an original document number remain drafts. Add the missing evidence before approving them.

In Expenses → Quick look, the Latest uploaded expenses table opens an expense when you click its row. On a wide screen, click the supplier name in that table to open the supplier instead. The supplier column is hidden on narrow screens.

Desktop

1. Open Expenses → All expenses and select the relevant period. Open Expense status (or the chip showing your selected statuses) to see the counts, then choose the statuses you want to review.
2. Open the expense and compare its document with the displayed details.
3. Check the supplier, date, document number, amount, and expense type. To correct supplier details, open the supplier field’s search suggestions and click the edit icon on its row. The editor opens over the expense details while the document beside them remains available to inspect. Click Save to update the supplier. Closing or Cancel with unsaved changes asks for confirmation first.
4. If the expense type is missing, type in Expense type and choose the last row Create expense type “…”. The form opens as a side sheet; fill it in, click Save, and the type is selected on this expense and available for the next ones. To correct an existing type, click the edit icon on its row. Save updates the type and selects it on this expense. Closing or Cancel with unsaved changes asks for confirmation first, and the previous selection stays.
5. Correct any editable fields that are wrong and save using the available actions.
6. To keep the current All expenses filters, click Save view. The name is already filled in (for example View 1); you can change it. Optionally choose Use as the default for this page. Views belong to you, not the business.

Mobile app

1. Tap Expenses and open the expense list. Tap Filter, choose the period and date type, and check the badges in Expense status before selecting statuses.
2. Select the expense and open the attached image to read it.
3. Return to the expense details and compare them with the document. To correct supplier details, open the supplier field’s search suggestions and tap the edit icon on its row. The editor opens full screen; tap Save to update the supplier. Closing or going back with unsaved changes asks for confirmation first.
4. If the expense type is missing, type in Expense type and choose Create expense type “…”. The form opens as a bottom sheet; fill it in and tap Save. To correct an existing type, tap the edit icon on its row. Save updates the type and selects it on this expense. Closing, Cancel, or going back with unsaved changes asks for confirmation first, and the previous selection stays.
5. Correct and save; you may need to scroll to see all fields.
6. To save the current filters, open Filter and scroll to the bottom of the sheet. From there you can save a view or choose a saved one. You can make one view your default for this page.

When correcting a document date, enter the full four-digit year (for example, 3/27/2025). If the date is rejected, check the year or choose a date from the calendar.

When a document from an earlier period arrives in the reporting period you are working on, shortcuts appear under the fields. Change date to … changes only the document date, to the end of the working period (or to the day the document was received, if the period has not ended yet). Move to reporting period … changes only the reporting period and leaves the document date as it is. One click updates the field and shows Updated. The working period is the previous period until its VAT filing date, then the current period. SmartBill takes the filing date from the filing calendar it maintains, using the business’s reporting track (for example PCN or online reporting). VAT-exempt businesses and nonprofits do not get these shortcuts.

A document date later than the day the document was received is marked Suspicious date and is never corrected automatically. Check it against the document and correct it if needed.

Changes save automatically while you work. Use the close/back button in the expense header, or select the next expense, to save any remaining changes before leaving. Opening and closing an expense without changing it does not save it again. Approving or sending an expense for approval also saves your pending changes.

If saving fails, the expense stays open with your changes. Check the connection and try the same action again. Do not refresh or close the app while you still have unsaved changes.

If saving or PDF previews repeatedly fail after a long work session, contact support with the approximate time, business and expense, browser name, and a screenshot of the error. Keep unsaved changes open while collecting these details.

If an expense appears more than once, inspect the documents in Duplicate expenses before deleting anything. Two documents with the same amount are not necessarily duplicates.

An expense the employee is still editing stays out of the business expense list until they choose Send to employer. If they choose Take back for editing, the draft returns to their workspace until they send it again. See expenses submitted by employees.

Next steps

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To correct the reporting classification or allocation number, open PCN874 report details in the expense. See PCN classifications and report errors.