This article is for: employees and admins.
Get the New expense button back (Add in the mobile app) so you can add an expense or upload an invoice, receipt or ticket. It is almost always because you haven't been added to Expenses yet, which an admin can fix in a minute. Employees can try steps 4 and 5; steps 1 to 3 are for your admin.
Find out why the button is missing
Overview
On the web, New expense is at the top of My spending > My expenses. In the mobile app, Add is at the bottom of the Expenses screen.
How to use
- Are you an Expenses user? (Someone an admin has given Expenses access.) If your company pays for Expenses per user, only Expenses users can create expenses, admins included. An admin adds you in Spending > Employee expenses > ⋯ > Add users. See How do I add people to Expenses?.
- Does your company pay per user? If the Expenses section of Settings > Permissions lists Can create an expense, it doesn't: an admin turns that permission on for your group. If it isn't listed, your company pays per user (step 1). See How do I set roles and permissions in Expenses?
- Is that type of expense turned on? Regular expense, mileage and per diem are switched on or off for the whole company in Settings > Expenses > Expense types. A type that is off is missing from the menu.
- On the mobile app, are you on the Groups tab? On the Groups tab, Add only creates a group. Switch to the Expenses tab.
- Refresh. After you are added, refresh the page or reopen the app.
Tips and Best Practices
- Admins: add people to Expenses when they join, so their first expense isn't blocked.
- If you use Factorial cards, add the cardholder to Expenses first: card payments become expenses for that person.
- Related: How do I create an expense? · How do I add people to Expenses? · How do I choose which types of expenses employees can create?
Troubleshooting and FAQ
Troubleshooting
I can't add an expense or upload my receipt or ticket: there is no button.
Uploading is part of creating an expense, so with no New expense (or Add) button you can't upload either. Go through steps 1 to 4.
I'm an admin and I still don't see New expense.
Admins need to be Expenses users too (if your company pays per user): full permissions are not enough. Add yourself, or ask another admin. You need the Manage subscription permission to add people.
I see the Expenses page but not the button.
That is the most common case: the page is open to everyone, with no error message, but the button is not. Go through steps 1 and 2.
I can't find Expenses in the menu.
Look for My spending > My expenses. If it isn't there, Expenses may not be turned on for your company (ask your admin), or your account may not be active yet: people who haven't reached their start date only see the Welcome space.
I see New expense but not Upload receipts, Add group or Per diem.
Upload receipts appears only when One, our AI assistant, is turned on for you. Add group appears only when expense groups are turned on (Settings > Expenses, under Configuration > Expense groups). Per diem needs step 3 and must be available for your company. At least one type always stays on.
I get "Employee [name] cannot create expenses".
That person isn't an Expenses user (if your company pays per user), or the type of expense you chose is turned off. See steps 1 and 3.
A colleague can't see Spending > Employee expenses.
That page shows other people's expenses. They need Can view and download "Expenses" for their direct and indirect reports, the teams they lead or the whole company, or to have been asked to approve an expense. See How do I set roles and permissions in Expenses?.
FAQ
1. Why does one person not see New expense when her team-mates do?
Each person is checked on their own. If your company pays per user, she isn't in the Expenses users list (Settings > Subscription). If it doesn't, her permission group lacks Can create an expense. Compare her with a team-mate.
2. Am I enabled to submit expenses?
You are if you see New expense (web) or Add (mobile app) on your expenses list. If not, ask your admin to check that you are in Settings > Subscription > Expenses users (click the arrow to open Manage expenses users, the full list).
3. How do I add myself to Expenses?
Only an admin with the Manage subscription permission can add people, yourself included. Ask your HR or finance admin, or follow How do I add people to Expenses? if you are one.
4. I was added but still can't see the button. Why?
Refresh the page or reopen the app. If it is still missing, check steps 2 to 4, then contact our support team.