Work with Expense Agent

Path: Business functionality > Expense management (preview) > Work with Expense Agent · tier official · system copilot · narrative reviewed (checked by Opus)

Overview

Expense Agent is an AI-powered expense management app. It scans receipts, tracks mileage, groups expenses into reports and runs policy compliance checks before approval. The pages in this section follow the life of an expense from capture to approval.

Start with the Expense Agent overview for the big picture. Then follow the requester path: upload receipts or create mileage expenses, review and edit the extracted details, and create and submit reports. Approvers go to the page on approving or sending back reports. The mobile app page covers capture on iOS and Android, including offline use.

Key points

• Receipts can be uploaded through the web app, email or the mobile app. The agent uses AI to extract merchant, amount, date and category, then assigns the expense to a draft report.
• Mileage expenses are created by giving trip start and end points. Distance is calculated automatically, and currency conversion is applied.
• Expense details can be reviewed and edited before submission. This covers merchant, amount, date, category and payment method. Expenses can also be deleted, AI-flagged issues resolved, and VAT is displayed.
• Reports are created automatically by grouping related expenses. Users can rename reports, add receipts, move expenses between reports and optionally check policies before submitting for approval.
• Approvers can approve a report, review compliance warnings and policy flags as advisory notices, or send the report back to the requester with feedback.
• The mobile app (preview) for iOS and Android offers camera scanning with edge detection and multi-page receipt capture. It also supports photo and file upload, mileage expenses and report submission, and offline viewing with automatic sync.
• VAT reclaim identification is part of receipt processing.

Learn pages

• Approve or Send Back Expense Reports: Learn how to review submitted expense reports and policy results, then approve them or send them back with comments in Expense Agent.
• Create and Submit Expense Reports in Expense Agent: Learn how to create expense reports, add expenses, move expenses between reports, and submit reports for approval in Expense Agent.
• Expense Agent Overview for Business Central: Learn about Expense Agent, an AI-powered tool that helps employees capture receipts, track expenses, and submit expense reports in Business Central.
• Review and Edit Expenses in Expense Agent: Review and edit expense details in Expense Agent after AI receipt scanning or manual entry. Update the vendor, amount, category, and other fields.
• Upload Receipts and Create Mileage Expenses: Upload receipts to Expense Agent for AI extraction or create mileage expenses with route-based distance calculation in the web app.
• Use the Expense Agent Mobile App (preview): Capture receipts on the go with the Business Central Expenses mobile app for iOS and Android, featuring document scanning and offline support.

Videos and posts

Linked by a Haiku matcher with a grounding quote from the item’s summary (link/topics.ts); machine-generated.

• Microsoft presents: Behind the scenes of how we build the new Expense Agent (video): “Expense Agent Architecture; Expense User Approver Configuration; Expense Report Open Notification”
• Expense Agent: Mileage Allowances (2026 release wave 1) (video): “Automatic mileage rate calculation; Automatic expense report matching”
• What’s new in Expense Agent: Project Handling (2026 release wave 2) (video): “Project resource assignment on project card; Project task level resource assignment”
• What’s new in Expense Agent: Improved Approval Process (2026 release wave 2) (video): “expense agent; approval process; audit trail; ai policies”

Source: Microsoft Learn (CC BY 4.0). Descriptions are Learn’s own.