Expense Agent: Project Expenses (2026 release wave 1)
Expense Agent project tracking in Business Central: how an administrator enables project and task visibility in the web app, how submitters assign expenses to projects and tasks, and how expense users are linked to employees and resources. Also covers the controller's manual fallback.
- Introduction to Expense Agent and project tasks in web app
- Administrator visibility controls for projects and tasks
- Licensing and role requirements for posting
- Submitting expense report with project assignment in web app
- Project tracking setup and expense user resource linkage
- Manual project assignment fallback in Business Central
Overview
The video shows how the Expense Agent handles project expenses. An administrator decides whether projects and tasks are visible in the web app. They are hidden by default. Visibility is set in the Expense Agent configuration wizard under project tracking, where it can be limited to assigned projects or opened to all projects.
A submitter then picks the project and project task in the categorization tab of the expense report in the web app. The submitter cannot post the expense or create a project ledger entry, because posting needs a controller or accountant with the Easy Central license. If the submitter does not know the project, the controller can add the assignment in Business Central. For project tracking to work, the expense user is linked to an employee, and the employee is linked to a resource.
Key points
- Projects and tasks are not visible in the Expense Agent web app by default. An administrator has to enable them and decide what level to expose to submitters.
- In the Expense Agent configuration wizard, under project tracking, the administrator activates project tracking and sets visibility to all projects or assigned projects only.
- Submitters assign the project and project task in the categorization tab of the expense report in the web app, and the change shows up on the expense report line in Business Central.
- Submitters can assign expenses to projects but cannot post the expense report or create a project ledger entry. Posting requires a Business Central license and the controller or accountant role.
- The expense user is linked to an employee, and the employee is linked to a resource. The Expense User Card shows this link.
- If the submitter does not know the project, the controller can still add it manually in Business Central.
Features
| Feature | Status | At |
|---|---|---|
| Project and task visibility in Expense Agent web app | preview (roadmap Use assigned projects only in the web app), demoed | 0:17 |
| Submitter project assignment capability | status not stated, demoed | 1:21 |
| Project tracking configuration in Expense Agent setup | preview (roadmap Use assigned projects only in the web app), demoed | 1:44 |
| Expense user to resource linkage | preview (roadmap Use assigned projects only in the web app), demoed | 1:59 |
| Manual project assignment fallback in Business Central | status not stated | 2:23 |
A status with a roadmap link comes from the Microsoft 365 roadmap feature this part of the video covers (matched by Haiku; links Opus dropped are not used); other statuses need a status word in the video itself.
AL objects mentioned
As heard in the captions. A name that matches one object page by exact type and name links to it; the others stay as named.
- page “Expense User Card” at 2:23
Not found in BC28-30: page “Expense User Card”.
Quotes
- 0:17 “First, administrator can decide if uh projects and tasks will be visible in web app or not. By default, they’re not visible, but you”
- 0:34 “submitter cannot post ex- expense report and cannot post and cannot make a project ledger entry because submitter doesn’t have easy central license.”
- 1:33 “i’m selecting the project which i want this expense to go into and also against the project task”
- 1:59 “So, it’s in this configuration wizard of expense agent. Uh under project tracking, we have activated the project tracking and the project visibility was”
- 2:10 “Today, the expense user is linked to an employee and the employee is in turn linked to a resource.”
- 2:34 “But even if submitter doesn’t know specific project, controller still has a chance to add this manually in a busy central.”
Presenters (as heard): unnamed presenter 1, unnamed presenter 2.