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Overview

After uploading a receipt, you may need to correct extracted data or add missing information. The expense detail view lets you edit all fields associated with an expense.
Locked expenses: Expenses that belong to a submitted expense report cannot be edited until the report is recalled. See Recall a Report for instructions.

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How to Edit an Expense

1

Open the Expense

Navigate to Expenses in the sidebar and click on the expense you want to edit. The expense detail view opens, showing the receipt image on one side and the editable fields on the other.
2

Modify the Fields

Click on any field to edit it. The following fields are available:
3

Save Your Changes

Click Save to apply your edits. The expense list updates immediately to reflect the new values.

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Replacing the Receipt Attachment

If you uploaded the wrong file or need to attach a clearer image, you can replace the receipt:
  1. Open the expense detail view
  2. Click the Replace button on the receipt image
  3. Upload a new file (JPG, PNG, PDF, or HEIC, max 10 MB)
  4. Smartbills re-runs OCR on the new file and updates the extracted fields
Review the re-extracted data after replacing a receipt. The new file may produce different OCR results.

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Editing Restrictions

Keep these rules in mind:
  • Draft expenses can be freely edited at any time
  • Expenses in a draft report can still be edited from Expenses
  • Expenses in a submitted report are locked. You must recall the report before making changes
  • Approved expenses cannot be edited. Contact your administrator if a correction is needed

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What’s Next?

Categorize Expenses

Assign categories and departments

Split an Expense

Divide an expense across multiple categories