> ## Documentation Index
> Fetch the complete documentation index at: https://docs.smartbills.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Edit an Expense

> Modify expense details including amount, merchant, date, and notes

## 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.

<Note>
  **Locked expenses**: Expenses that belong to a submitted expense report cannot be edited until the report is recalled. See [Recall a Report](/guides/web-app/reports/recall-report) for instructions.
</Note>

## How to Edit an Expense

<Steps>
  <Step title="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.
  </Step>

  <Step title="Modify the Fields">
    Click on any field to edit it. The following fields are available:

    | Field              | Description                                                    |
    | ------------------ | -------------------------------------------------------------- |
    | **Merchant**       | The name of the vendor or store                                |
    | **Amount**         | The total expense amount                                       |
    | **Date**           | The date of the transaction                                    |
    | **Currency**       | The currency used for the purchase                             |
    | **Category**       | The expense category (e.g., Travel, Meals)                     |
    | **Department**     | The department this expense is charged to                      |
    | **Payment Method** | How the expense was paid (corporate card, personal card, cash) |
    | **Notes**          | Additional context or description                              |
    | **Tax Amounts**    | Individual tax line items (GST, HST, PST, VAT, etc.)           |
  </Step>

  <Step title="Save Your Changes">
    Click **Save** to apply your edits. The expense list updates immediately to reflect the new values.
  </Step>
</Steps>

## 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

<Tip>
  Review the re-extracted data after replacing a receipt. The new file may produce different OCR results.
</Tip>

## 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

## What's Next?

<CardGroup cols={2}>
  <Card title="Categorize Expenses" icon="tags" href="/guides/web-app/expenses/categorize-expense">
    Assign categories and departments
  </Card>

  <Card title="Split an Expense" icon="scissors" href="/guides/web-app/expenses/split-expense">
    Divide an expense across multiple categories
  </Card>
</CardGroup>