A new way to view and manage expense details
We've rebuilt the expense detail view from the ground up — giving you a clearer, more consistent experience across all expense types, and laying the foundation for new features coming soon.
Your organisation will automatically switch to the new version in mid-October. We recommend trying it now so your team has time to get familiar before it becomes the default — ideally well before your next month end.
You're in control: as an admin, you can opt your whole organisation in whenever you're ready, and if it's not the right time, you can switch everyone back.
Note: new features releasing before mid-October will only be available in the new view.
What's changed
Previously, each spend type expense detail view had a different layout, and each was one long page you scrolled through. Now, information is grouped consistently into collapsible sections across all spend types. Click a section's arrow to expand or collapse it:
Supplier: drop down containing supplier name and code.
Documents: the receipt, invoice, or mileage/per diem record.
Accounting: VAT, expense account, cost center, cost carrier, booking text.
Payment:
For accounts payable: due dates, payment terms, and payment status.
For cards: transaction details
For reimbursements: employees’ bank details.
Approval: who's responsible for approving the item, purchase orders, and budgets.
Mileage / per diem / hospitality (for Reimbursement module only): document type which appears in the “Documents” section of an expense.
Comments: used to live in a separate tab, now collapsed in the ‘chat’ icon in the bottom right corner of the document.
Comments & activity
Comments used to live in a secondary tab. They’re now accessible in a new interactive component that floats in the bottom right corner of the document preview area. This means that the latest comment and event is always easily discoverable and accessible.
Card transactions
Where to find things now
Item | Where to find it |
Cardholder, Card, Transaction/Booking date | Shown in the header and in the “Payment” section's Merchant/Card columns. |
Receipt upload, missing receipt handling | “Documents” section. |
VAT split, Expense account, Cost center, Cost carrier, Booking text | “Accounting” section. |
Prepay expense | "Make prepaid" option inside “Accounting”. |
Budgets | Inside “Approval” |
Hospitality toggle | No longer a toggle, now a “Hospitality” button at the top of the “Documents” section. If an expense is already marked as “Hospitality”, a corresponding section appears and can be removed later on if needed. |
Before
The expense detail view was a single scrolling page:
Header — merchant, amount, "Card transaction · [date, time]", receipt status badge.
Card transaction — Cardholder, Card, Statement merchant name, Transaction date, Booking date.
Receipt — attached file, upload option, Receipt date, Receipt number, Service date.
Hospitality & entertainment expense toggle.
Accounting details — VAT/line item table, detected total vs. difference, Expense account, Cost carrier, Cost center, notes, Booking text, Prepaid expense, Budgets.
Approval (if card transaction post spend approval rule was enabled)
Footer — "Move to Collect" / "Move to Export".
After
Header — amount, employee name, card name, transaction timestamp, status.
Documents — the receipt with "Mark receipt as not needed" and "Send reminder" options.
Hospitality – If an expense is already marked as “Hospitality”, a corresponding section appears and can be removed later on if needed.
Accounting — Recognition & Posting (Document date, Service date, "Make prepaid" option), VAT rate split, Expense account, Cost center, Cost carrier, Booking text.
Approval (if card transaction post spend approval rule was enabled, as before) — the approval step(s), Purchase order, Budget.
Budgets appear in their own section if enabled as well.
Payment — a status table showing Payment date, Merchant, Card, and Amount.
Footer — "Reject" / "Confirm" (reviewer), or "Forward request" / "Challenge" / "Approve" (approver).
Reimbursements
Where to find things now
Item | Where to find it |
Submitted by, Name, Booking text | Booking text at report level is now called “Description”, entered by the submitter. |
Expenses (single list of receipts) | Lists every expense type in the trip (mileage, receipt, per diem). |
Reimbursement: expense | Contains the receipt, name of the supplier and description as well as hospitality details if applicable |
Reimbursement: per diem | Contains the name, policy location (e.g. Germany), and any adjustments (e.g. meals provided and/or overnight allowance). |
Reimbursement: mileage | Contains the expense name, trip type, dates, starting point and destination with automated distance calculations. |
Accounting details > Supplier | Moved to the top of the drawer, next to name and “Description”. |
Payment details (Payment reference, Account, Status) | “Payment section” |
Budgets (standalone section) | Moved inside “Approval”. |
Approvals | Moved inside “Approval”. |
Before
Header — submitter, amount, "Expense report · [date]", status badge.
Submitted by, Name, Booking text.
Expenses — list of individual expense line items with dates and amounts.
Accounting details — Supplier.
Payment details — Payment reference, Account, Status.
Budgets — allocation cards showing spend against budget.
Footer — "Challenge" / "Confirm details".
After
Reimbursements are now grouped into a report (e.g. "Trip to Berlin") that can bundle several expense types — mileage, invoices, and per diem/daily allowances — into one submission. This is similar to Card Transactions.
Header — amount, submitter, submitted date, status.
Supplier, Name, Description (the description is written by the employee who submitted the expense and can't currently be edited by the accountant).
Payment — collapsed by default; shows the payment recipient and account.
Approval — collapsed by default; shows which team the report is assigned to.
Footer — "Challenge" / "Confirm".
In addition, you'll also find an Expenses tab — every expense in the report listed with its type, date, and amount (e.g. mileage trip, invoice, card transaction, daily allowances).
Clicking into an individual expense within the report opens a focused view for just that expense:
Mileage: Documents shows the mileage record (date, rate, distance, route); Accounting shows the VAT split, Expense account, Cost center, Cost carrier, Booking text.
Per diem: Documents shows the daily allowance breakdown by date and destination; Accounting fields are the same as above.
Invoice-type expense: Documents shows the invoice; Accounting adds Recognition & Posting fields; Payment shows Due date, Payment terms, Discount, and payment status.
Invoices
Where to find things now
Item | Where to find it |
Amount due, Invoice Nr., Invoice date, Delivery date (editable fields) | Amount and due date now show in the header. Invoice number and date appear in the “Documents” section. |
Supplier name and number | Both featured in the new “Supplier” section |
Document name, type and number if applicable | All featured in the “Documents” section, along with the ability to upload additional documents |
Invoice number, date, and service date, along with VAT rate, expense account, cost center, cost carrier, and booking text. | All featured in the “Accounting” section |
Due date and payment terms, as well as status, recipient and invoice reference number. | All featured in the “Payment” section |
Verifier, Team ("Who is responsible for this invoice?") | Inside “Approval” section |
Purchase order, Budget | Grouped inside “Approval” instead of standalone sections. |
Email supplier, Delete | Moved into a menu at the top right of the expense detail view. |
Before
Header — amount, supplier, status, plus any compliance alerts (e.g. IBAN mismatch, EN16931 standard warnings).
Invoice details — Amount due, Supplier, Invoice Nr., Invoice date, Delivery date, Prepaid expense, Supplier details link.
Accounting details — VAT/line item table, detected total vs. difference, Expense account, Cost center, Cost carrier, Booking text.
Payment details — Payment terms, Discount, Net due date, Payment reference, View payment details.
Who is responsible for this invoice? — Verifier, Team.
Purchase order.
Budgets.
Footer — Comment, "Reject" / "Confirm details".
After
Header — amount, supplier, payment method, paid on/submitted on/due by, status.
Supplier
Documents — the invoice file, with a "..." menu for Unlink/Edit/Download, and a "+ Document" button to add more.
Accounting — Recognition & Posting (Document date, Service date, "Make prepaid"), VAT rate split, Expense account, Cost center, Cost carrier, Booking text.
Payment — Due date, Payment terms, Discount, and a status table (Status, Payment date, Reference, Recipient, Amount).
Approval — Verifier, Team, Purchase order, Budget.
Footer — "..." menu / "Reject" / "Confirm" (reviewer); "Forward request" / "Send reminder" (if you're not the approver); "Back to review" / "Export" (once ready for export).