Read time: under 3 minutes
| # | What you do | Where in the app |
|---|---|---|
| 1 | Create a named report — one per client, project, or submission period | Dashboard → New Report |
| 2 | Add expenses: scan a receipt, forward it by email, or enter manually | Camera / receipts@myspend.info / + Add Expense |
| 3 | Fill in date, vendor, amount, category, and notes (especially business purpose for meals) | Expense form |
| 4 | Review the report — verify totals, categories, and receipt images | Open report |
| 5 | Export to PDF, CSV, or Word for email or portal submission | Export |
| 6 | Or share a live review link — recipient views, comments, and exports without creating an account | Share → Create Link |
| 7 | Follow up on payment; optionally mark settled items as reimbursed | Reimbursement Tracker |
Whether you're an employee submitting monthly expenses to HR, a consultant billing a client for project travel, or a contractor passing through materials costs to a customer, the core workflow is the same:
Capture every relevant expense as it happens.
Organise it into a clear, documented report with receipts and notes.
Submit it to the paying party via export or a review link.
Follow up until you're paid — MySpend keeps the original record intact throughout.
MySpend handles steps 1–3 directly. Step 4 is always manual: the app has no direct connection to your employer's payroll, a client's accounts-payable system, or any external payment platform.
Create one report per submission context. Don't mix reimbursable and non-reimbursable expenses in the same report, and don't mix clients or time periods.
On the Dashboard, tap New Report.
Give it a descriptive name: Q2 2026 — Client Travel, May Expenses — ABC Corp, AWS Summit — Reimbursable.
Tap Create. The report opens ready to receive expenses.
With the report open, tap the Camera button (or Scan Receipt).
Take a photo of the receipt, or upload a saved image or PDF from your device.
MySpend's AI reads the receipt and pre-fills vendor, date, subtotal, tax, total, and category.
Review the pre-filled fields, correct anything the AI got wrong, and tap Save.
The receipt image is attached to the expense and will appear in PDF exports and review links.
If the receipt already exists as an email — an order confirmation, a hotel folio, an Uber receipt, a SaaS billing notification — just forward it to MySpend. No app needed.
Open the receipt email in any email client on any device.
Forward it to receipts@myspend.info — or compose a new email and attach a receipt image or PDF.
Send from the email address registered to your MySpend account.
MySpend's AI reads the email (body text and any attachments), extracts vendor, date, and amount, and adds the expense to your account automatically.
Tap + Add Expense.
Fill in Vendor (required), Total (required), Date, Category, and Notes.
If paid in a foreign currency, select the correct currency code — MySpend converts automatically.
Tap Save.
Select Food & Dining as the category. An extra section appears for:
These details are included in PDF exports and visible in review links.
For hotel stays, rental cars, or per-diem allowances, fill in Start Date and End Date. The date range appears in exports so reviewers can verify the duration.
Before exporting or sharing, do a final check:
To edit any item, tap its row and choose Edit.
Exporting creates a file you can attach to an email, upload to an expense portal, or print.
| Format | What it contains | Best for |
|---|---|---|
| Formatted report with optional receipt images per expense | Most expense policies; clean for email submission | |
| CSV | Raw rows, one expense per line, all fields included | Uploading to HR or accounting software portals |
| XLSX | Two-tab workbook: Summary + Expenses | Finance teams that work in spreadsheets |
| Word (.doc) | Formatted table, fully editable | Portals that require an editable document |
With the report open, tap Export.
Choose your format.
For PDF: choose whether to embed receipt images. Embedding is recommended when the reviewer expects to see receipts without downloading separate attachments.
The file downloads to your device — attach it to your submission or upload it to the required portal.
On Standard and Pro plans, the Export modal lets you include expenses from other saved reports in the same file — useful if you track expenses in weekly reports but submit monthly summaries.
Instead of — or alongside — a static file, you can share a live link that lets the recipient view the report directly in a browser. No MySpend account is required.
With the report open, tap Share → Create Review Link (or find it in the header menu).
Optionally set a password. Share the password separately from the link — never in the same message.
Tap Generate Link. Copy the URL and send it to the reviewer.
Tap Share → Review Links to see all active links for the current report.
Comments from reviewers appear in this panel under each link.
Delete a link at any time to revoke access immediately.
If your reviewer or approver also uses MySpend, you can give them direct access to the report:
Tap Share → Share Report.
Enter the recipient's email address.
Choose View (they can see and export) or Edit (they can add or edit expenses — Pro plan only).
Tap Share. The report appears in their MySpend under "Shared with me."
MySpend does not have a built-in mechanism to track payments from external parties. Once you've submitted, follow up through your normal channel (email, HR portal, invoicing tool, etc.).
If you also use the Reimbursement Tracker to monitor what you're owed overall, you can mark the items from this report once you've been paid:
Open the Dashboard and tap the Reimbursements card.
Find the expenses from the submitted report (use search or filter by vendor).
Select them and tap Mark as Reimbursed.
This flags the items as settled in your personal balance tracker. It does not alter the report or notify the paying party.
Add a note to each expense such as "Submitted 2026-06-10 · Reimbursed 2026-06-20 — check #1042". Notes appear in exports and review links.
→ Related: Tracking Business-to-Personal Reimbursements