Expense Agent (preview)

Path: Copilot and agent capabilities > Expense Agent (preview) · tier official · system copilot · narrative reviewed (checked by Opus)

Overview

Expense Agent (preview) automates the expense lifecycle in Business Central. It processes emails and receipts and checks expenses against rules and policies. The overview subtopic (4 pages) explains what the agent does and how it evaluates expenses, so start there for concepts.

The other pages follow the process in order. Administrators use “Set Up Expense Agent in Business Central” to configure submission channels, approval workflows, accounting defaults, policy compliance rules and communication settings. Users then upload receipts or create mileage expenses, review and edit the extracted details, group expenses into reports and submit them. Approvers approve reports or send them back with feedback. A separate page covers the mobile app for iOS and Android.

Administrators should begin with the setup page. End users can go straight to the upload page and then to the review and report pages. Approvers need only the approve or send back page.

Key points

• Setup is done by administrators through assisted setup. It covers the email submission channel, web app submission, approval workflows, policy evaluation, receipt handling, accounting defaults and communication settings.
• Receipts can be uploaded through the web app, email or mobile app. The agent uses AI to extract merchant, amount, date and category, and assigns expenses to draft reports.
• When expenses are captured, currency conversion is automatic and VAT reclaim is identified. VAT is also shown when reviewing expenses.
• Mileage expenses are created by specifying trip start and end points. Distance is calculated automatically.
• Users can edit merchant, amount, date, category and payment method, delete expenses, and resolve AI-flagged issues before submission.
• Users can name reports, add receipts, move expenses between reports and optionally check policies before submitting reports for approval.
• Approvers can approve reports, review compliance warnings and policy flags (policy flags are advisory notices), or send reports back to requesters with feedback.
• The mobile app (preview, iOS and Android) offers camera scanning with edge detection, multi-page capture, photo and file upload, mileage expenses, report submission, offline viewing and automatic sync.

Subtopics

• Expense Agent overview (4 pages)

More 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.
• 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.
• Set Up Expense Agent in Business Central: Learn how to set up Expense Agent to automate expense tracking, processing, policy evaluation, and approval workflows in Business Central.
• 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, posts and code changes

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

• #10631 Integration/main to releases 29.x 31a860b5 (code change): “Expense Agent gains policy evaluation tables, pages, enums and APIs”
• Quick Tip: What’s in Business Central Update 28.1 (community post): “Expense Agent in public preview, a new Expense Management module”
• What’s new in Expense Agent: Mobile App ( Preview) (2026 release wave 2) (video): “Expense agent; mobile app; receipt scanning; mileage tracking”
• Expense Agent: Web App Experience (2026 release wave 1) (video): “Expense agent; web app experience; receipt capture; receipt extraction; automatic categorization”
• What’s new in Expense Agent: Improved Mileage Handling (2026 release wave 2) (video): “Date-range mileage allowances; Vehicle-type-specific mileage rates”
• Introducing: Expense Agent in Business Central (2026 release wave 1) (video): “Introducing: Expense Agent in Business Central (2026 release wave 1). Topics: expense management; ai agent; receipt processing”
• Expense Agent: Mileage Allowances (2026 release wave 1) (video): “Expense Agent: Mileage Allowances; mileage allowances; expense agent”
• Expense Agent: Configuration (2026 release wave 1) (video): “Expense Agent; configuration wizard; approval workflow; mileage expenses; per diem”
• Introducing: Expense Management (2026 release wave 1) (video): “Expense agent with AI-driven categorization; Expense collection and itemization”
• Introducing: Web App for Expense Agent (2026 release wave 1) (video): “Web App for Expense Agent ai extraction receipt processing expense approval”
• Introducing: Approvals for the Expense Agent (2026 release wave 1) (video): “Approvals for the Expense Agent; Pre-approval AI Suggestions; Team-based Approval Setup”
• Expense Agent: Approvals (2026 release wave 1) (video): “Expense Agent: Approvals; approval process; approvers; email notifications”
• What’s new in Expense Agent: Overview (2026 release wave 2) (video): “Expense agent; mileage allowance; credit card feeds; travel expense policies”
• Expense Agent: Per Diem Allowances (2026 release wave 1) (video): “Expense Agent: Per Diem Allowances; itinerary detection; meal reductions”

Business Central pages and reports

The pages, reports and queries this hub’s Learn pages name (ms.search.form, API reference), joined to the code by exact object id (data/index/docs-objects.json); a page shows the table it runs on.

• Page 4400 “SOA Setup” · captioned “Configure Sales Order Agent” · on Table 4325 “SOA Setup” · via Expense Agent overview
• Page 4410 “SOA Multi Items Availability” · captioned “Item Availability” · on Table 27 “Item” · via Expense Agent overview
• Page 6996 “Expense Agent Setup” · captioned “Expense Management Setup” · on Table 6930 “Expense Agent Setup” · via Expense Agent overview

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