Concept: Email Receipts for Expenses
Expense submitters and their delegates can email expense receipts to Workday, streamlining the process to create and submit expense reports. Instead of downloading receipts and manually uploading them, expense submitters and their delegates can email receipts and Workday will:
- Create quick expenses with receipts added as attachments.
- Convert HTML receipts to PDF and attach it to the quick expense.
Workday supports:
- Attached receipts.
- Receipts in the email body (HTML).
If an email contains a receipt in the body of the email and an attachment, Workday only creates a quick expense for the attached receipt.
If you opt in to receipt scanning for expenses, Workday populates values in these fields in a quick expense:
- Amount
- Currency
- Date
- Merchant
Expense Payee Email Address
To send email receipts, expense payees must:
- Configure their email address in their Workday Contact Information.An expense payee can have more than 1 email address in their Contact Information.
- Use the email address in their Workday Contact Information to send receipts to the specific domain.
Workday uses the email address to match the receipt to the expense payee, and then creates the quick expense.
Delegates must enter the expense payees email address in the CC field of an email to create a quick expense on their behalf. Workday uses the expense payee’s email and the delegate’s email to evaluate the delegate relationship, and create a quick expense for the expense payee. If a delegate relationship doesn't exist, Workday creates a quick expense using the delegate’s email address.
Emailing Expense Receipts
Workday recommends:
- Avoiding multiple forwards in the email body (example: FWD: FWD:) for better OCR accuracy.
- Sending receipts either as attachments or in the email body.
- Sending these attachment file types supported by OCR: JPEG, JPG, PNG, WEBP, BMP, PDF, TIFF, TIF, GIF.
To create a quick expense, file types must meet these size requirements:
Workday doesn't support these file types: CSS, CSV, ICS, MSG, PGP, PROPERTIES, RPTDESIGN, SVG, TXT, WSDL, WXF, XML, XLS, XLSM, XLSX, XPD, XSL, XSLT, ZIP.
File Type | Size |
|---|---|
PDF | Any size |
PNG or TIFF | Greater than 40 KB |
Other files | Greater than 20 KB |
Notifications
For expense payees, If there are errors creating a quick expense, Workday sends a task to the expense payee's My Task.
For delegates, if Workday doesn’t establish a delegate relationship, Workday creates a quick expense for the delegate. The delegate will then receive a task in their My Tasks.