Expense Tracker user guide

Getting started

1. Open the app link. Your browser asks for a username and password. Enter the ones you were given, and tick “remember” if your browser offers it.
2. Each username has its own private expenses, reports and receipts. People with a different username can’t see yours.
3. The app has two tabs: Expenses for entering and listing expenses, and Expense reports for bundling them into reports.

Adding an expense

On the Expenses tab, the “New expense” form is at the top. The receipt comes first, because it can fill in the rest for you.

1. Add the receipt

• Click Choose file to pick a receipt. It can be a photo or a PDF.
• On a phone or tablet there is also a 📷 Take a photo button that opens the camera.
• A preview appears. Click it to see it full size. Use Remove receipt to take it off.

2. Let the app fill in the details (optional)

• Click ✨ Scan receipt to prefill. The app reads the receipt and suggests the date, amount, currency, category and a description.
• Suggested fields get an orange outline. Always check them, as scans can get things wrong, especially on blurry receipts. Change anything that isn’t right.
• There is a daily limit on scans for each person (100 a day).

3. Check the fields

4. Save

Click Save expense. To throw away what you’ve typed and start again, click Clear.

Your expense list

• The list on the Expenses tab shows only expenses that are not yet in a report, newest first.
• Use the filters above the list to narrow it by category or currency. The total at the bottom (in GBP) covers what is shown.
• Click a receipt thumbnail (or the orange PDF tile) to view the receipt full size.
• Edit loads an expense back into the form, where you can change anything, including the receipt. Delete removes it after a confirmation.

Expense reports

Creating a report

1. Open the Expense reports tab.
2. Type a report name, for example “October 2026 – Warsaw trip”.
3. Tick the expenses to include. Click anywhere on a row to tick it, or use Select all and Clear. The count and GBP total update as you tick.
4. Click Create report.

An expense can only be in one report, so ones already used elsewhere aren’t offered.

Working with your reports

• See what’s inside: click a report’s name to open its list of expenses, and click again to close it. You can click receipts there too.
• Submitted: tick the Submitted box when you have sent the report in. Today’s date is recorded. Untick it to undo.
• Edit lets you rename the report and add or remove expenses.
• Delete removes the report only. Its expenses are kept and go back to your expense list.

Saving a report as PDF

1. On the Expense reports tab, click PDF report next to the report.
2. A window opens on top of the page and shows “Preparing report…” while it collects your receipts. It usually takes a few seconds.
3. Check the report, then click Save as PDF at the top. In the print window that appears, choose Save as PDF as the destination.

The report contains the report name and dates, a table of every expense (description, original amount, exchange rate, amount in GBP), the total in GBP, and then every receipt image, with each page of PDF receipts. If a report is marked as submitted, it says so under the title.

Backups & restore

• The app saves a copy of all your expenses and reports automatically, before your first change each day. Deleted or replaced receipt files are also kept for 30 days.
• If you delete or change something by mistake, click ⟲ Backups & restore at the top, pick a backup from before the mistake, and click Restore.
• A restore replaces everything with what was in that backup, so anything you added since is removed. Your current data is saved as a backup first (marked “saved before a restore”), so you can undo a restore by restoring that one.

Troubleshooting