1. Detailed Adoption Guidance: Expenses Agent
  2. Expenses Agent Email Best Practices

Expenses Agent Email Best Practices

Follow these recommendations to improve receipt processing accuracy, reduce manual intervention, and help Expenses Agent process expenses successfully.

Best Practices for Receipt Forwarding

  • Share the forwarding email address with employees and include it in user training materials.
  • Encourage employees to forward receipts soon after each transaction.

  • Send one receipt attachment per email unless multi-attachment email processing is enabled.

  • If multi-attachment email processing is enabled, employees can include multiple supported receipt attachments in a single email.

    See Enable Multi-Attachment Email Processing in Optional Configurations.

  • Attach a valid receipt in a supported format, such as JPEG, PNG, or PDF. Text-only emails aren’t recommended for creating expenses.
  • Keep each receipt attachment under 4 MB.
  • Include known business information, such as the expense type, project, task, cost center, or business justification, in the email when available.

Best Practices for Email-Based Expense Completion

When creating or completing an expense by email:

  • Place instructions at the beginning of the email body, before signatures, disclaimers, or forwarded message chains.
  • Include all expense information in the email body. Expenses Agent doesn’t use the email subject line to extract or update expense information.

  • Use clear field-value instructions.

    When specifying or updating an expense type or description, explicitly identify the field in the email body. For example, use Expense Type: or Expense Type is, and Description: or Description is.

  • Provide exact values whenever possible, such as employee email addresses, project names, task numbers, cost centers, and configured values.
  • Reply to the most recent Expenses Agent email for the expense you’re updating.
  • Respond promptly when Expenses Agent requests additional information so processing can continue without delay.

  • Use instructions similar to the following examples:

    • Update description to client lunch with Alani.
    • Set expense type to Meals.
    • Update project to ABC Constructions and task number to 01.
    • Update personal amount to 50 USD.
    • Set payment source to Cash.
    • Update cost center to 12345.
    • Add employee attendee john.walker@example.com.
    • Update daily limit justification to client dinner with project team.