---
id: video/pjML7lXSsd0
type: video
title: "Introducing: Expense Management (2026 release wave 1)"
summary: "Expense Management in Business Central (2026 release wave 1): expense reports, per diem, mileage, rules, payment methods, posting groups and refundable vs reimbursable logic, with and without the expense agent. Shows setup and a demo of creating expenses, building a report and posting. Credit card provider integration is announced but not yet in public preview; no other release status is stated."
tier: official
language: en
tags:
  - expense management
  - expense agent
  - ai-driven automation
  - per diem
  - mileage reimbursement
  - approval workflow
  - posting groups
  - receipts
  - rules and policies
  - itemization
  - participants
  - payment methods
system: finance
review:
  state: reviewed
  by: opus
  at: "2026-10-07T22:48:09.176Z"
  flags: []
generated:
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links:
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  topics: []
  localizations: []
  videos: []
  posts: []
  guidelines: []
video_id: pjML7lXSsd0
channel: yt-microsoft
source_name: Microsoft Dynamics 365 Business Central (YouTube)
url: https://www.youtube.com/watch?v=pjML7lXSsd0
published_at: "2026-04-27T14:39:13.000Z"
duration_s: 1997
captions: full
audience:
  - functional consultant
  - administrator
  - decision maker
chapters:
  - t: 0
    title: Introduction and overview of expense management capabilities
  - t: 112
    title: Expense management without agent - core workflows
  - t: 175
    title: High-level architecture with agent enabled
  - t: 278
    title: High-level architecture without agent
  - t: 304
    title: Rules and per diem configuration
  - t: 409
    title: Setup requirements and payment methods
  - t: 538
    title: Posting groups and refundable vs reimbursable expenses
  - t: 694
    title: "Demo: expense agent setup, allowance configuration, and per diem rules"
  - t: 941
    title: Expense users, categories, subcategories, posting groups, and locations
  - t: 1278
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  - t: 1610
    title: Expense reports, reimbursement logic, rule violations, and workflow comparison
  - t: 1953
    title: Related sessions and resources
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  - name: Expense agent with AI-driven categorization
    status: unclear
    t: 44
    verified: false
    status_source: video
  - name: Expense collection and itemization
    status: unclear
    t: 98
    verified: false
    status_source: video
  - name: Expense approval workflow
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    t: 234
    verified: false
    status_source: roadmap
    roadmap_ids:
      - "573255"
  - name: Credit card provider integration
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    t: 221
    verified: false
    status_source: video
  - name: Expense management rules
    status: unclear
    t: 304
    verified: false
    status_source: video
  - name: Per diem configuration by location
    status: unclear
    t: 341
    verified: false
    status_source: video
  - name: Expense payment methods
    status: unclear
    t: 479
    verified: false
    status_source: video
  - name: Expense categories with itemization controls
    status: unclear
    t: 510
    verified: false
    status_source: video
  - name: Expense posting groups
    status: unclear
    t: 538
    verified: false
    status_source: video
  - name: Refundable vs reimbursable expense distinction
    status: unclear
    t: 568
    verified: false
    status_source: video
  - name: Mileage reimbursement with standard rate
    status: unclear
    t: 776
    verified: false
    status_source: video
  - name: Minimum hours for per diem
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    t: 865
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    status_source: video
  - name: Partial per diem rules
    status: unclear
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    verified: false
    status_source: video
  - name: Per diem reductions
    status: unclear
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    verified: false
    status_source: video
  - name: Expense users setup
    status: unclear
    t: 953
    verified: false
    status_source: video
  - name: Expense participants
    status: unclear
    t: 1013
    verified: false
    status_source: video
  - name: Attachment enforcement
    status: unclear
    t: 1042
    verified: false
    status_source: video
  - name: Expense groups
    status: unclear
    t: 1079
    verified: false
    status_source: video
  - name: Expense subcategories
    status: unclear
    t: 1101
    verified: false
    status_source: video
  - name: Expense locations
    status: unclear
    t: 1190
    verified: false
    status_source: video
  - name: Expense management rules
    status: unclear
    t: 1227
    verified: false
    status_source: video
  - name: Expense refundability toggle
    status: unclear
    t: 1365
    verified: false
    status_source: video
  - name: Project expense linking
    status: unclear
    t: 1401
    verified: false
    status_source: video
  - name: Customer billing of expenses
    status: unclear
    t: 1421
    verified: false
    status_source: video
  - name: Automatic mileage calculation
    status: unclear
    t: 1458
    verified: false
    status_source: video
  - name: Multi-currency expense conversion
    status: unclear
    t: 1534
    verified: false
    status_source: video
  - name: Per diem interactive details
    status: unclear
    t: 1558
    verified: false
    status_source: video
  - name: Expense category-based requirements
    status: unclear
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    verified: false
    status_source: video
  - name: Expense report generation
    status: unclear
    t: 1610
    verified: false
    status_source: video
  - name: Credit card payment tracking
    status: unclear
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    verified: false
    status_source: video
  - name: Rule violations detection
    status: unclear
    t: 1694
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    status_source: video
  - name: Expense ledger entries
    status: unclear
    t: 1718
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    status_source: video
  - name: Itemization requirement validation
    status: unclear
    t: 1806
    verified: false
    status_source: video
  - name: Dynamic participant field generation
    status: unclear
    t: 1863
    verified: false
    status_source: video
  - name: Manual vs agent expense report workflows
    status: unclear
    t: 1897
    verified: false
    status_source: video
objects_mentioned:
  - page Expense Agent Setup
quotes:
  - t: 19
    text: expense management and why did we start with expense management? This is long time functional gap in a Business Central.
    check: exact
  - t: 44
    text: We decided to build new functionality but created as a AI-driven. So, we didn't just wanted to create new new feature. We wanted to
    check: exact
  - t: 57
    text: Our recommendation, use expense management as a expense agent. So, use with the agent. And every agent will provide much much more functionalities and
    check: exact
  - t: 125
    text: So, in a case of expense management without agent, you will not have expenses. You can start to collect expenses directly creating expense report.
    check: exact
  - t: 221
    text: Currently, this is not in public preview but we will have connection with the credit card provider. So, you can collect information from from
    check: exact
  - t: 791
    text: you have standard rate of mileage this is if when you are using your private
    check: fuzzy
  - t: 804
    text: per diem calculations so you have none because in some countries you do not calculate per diem
    check: fuzzy
  - t: 865
    text: can configure here what is minimum amount for full per diem
    check: fuzzy
  - t: 1278
    text: expenses are not possible to be used if you are using Business Central outside of agent
    check: exact
  - t: 1365
    text: if this is a refundable and pay by card, you will see reimbursed amount is zero because you already pay by company card
    check: exact
  - t: 1434
    text: system will automatically when you post expense report create sales invoice to this customer
    check: exact
  - t: 1570
    text: if this is for example hotel, it will require itemization. If this is entertainment event, it will require participant
    check: exact
  - t: 1582
    text: So, now you can see based on this starting date and time system calculated for each of day full per diem
    check: exact
  - t: 1610
    text: this is something you can work only if you are using agent and you want to open expenses from Business Central
    check: exact
  - t: 1694
    text: you have this rule violations. So, you cannot post because of rule violations
    check: exact
  - t: 1817
    text: itemization must uh total zero must be equal to to uh completely expense amount
    check: exact
  - t: 1910
    text: but when you start with expense report and add uh lines there directly this is only one
    check: fuzzy
---

# Introducing: Expense Management (2026 release wave 1)

> Expense Management in Business Central (2026 release wave 1): expense reports, per diem, mileage, rules, payment methods, posting groups and refundable vs reimbursable logic, with and without the expense agent. Shows setup and a demo of creating expenses, building a report and posting. Credit card provider integration is announced but not yet in public preview; no other release status is stated.

[Watch on YouTube](https://www.youtube.com/watch?v=pjML7lXSsd0) · Microsoft Dynamics 365 Business Central (YouTube) · 2026-04-27 · 33:17 · tier official · reviewed (checked by Opus)

## Overview

The session introduces Expense Management, described as a long-standing functional gap in Business Central. It was built as an AI-driven feature, and the recommendation is to use it with the expense agent, which adds auto-categorization, automated collection of expense information and checks against company policies written in natural language. The agent is not enabled in all regions currently, and the agent was not used in the demo.

The demo covers the non-agent path: setup of expense users, categories, subcategories, posting groups, locations, rules and per diem, then creating expenses and expense reports. It covers project linking, customer billing, mileage, multi-currency, itemization, participants, rule violations that block posting, and the ledger entries created on posting. The session also compares the workflow with and without the agent.

## Key points

- Without the agent you must start with an expense report and add lines directly. With the agent you start with expenses and they convert to reports. Attachments and OCR extraction need the agent.
- Per diem is configured by location (country, city, province) with calculation modes: none, full calendar day, overnight stay, or 24-hour rolling period. A minimum-hours threshold, partial per diem (flat percentage or eligible hours) and reductions per meal type are available.
- Payment method decides reimbursement: only expenses the employee paid with their own money are reimbursable. Company card or company bank account expenses are expensed but not reimbursed.
- There are two posting group types: expense posting groups for detail lines and employee posting groups for the report header. All system users must be set up as expense users linked to employees.
- Refundable expenses post to the general ledger. Non-refundable ones are tracked but not posted. The default is set on category or subcategory and can be overridden per line with permissions.
- Posting is blocked by rule violations and by itemization lines that do not total exactly the expense amount. Attachment enforcement can be optional, warning or error.
- Expenses cannot be used when Business Central is used outside the agent. Modifying them in Business Central requires a Team Member license. Credit card provider integration is not in public preview yet.

## Chapters

- [0:00](https://www.youtube.com/watch?v=pjML7lXSsd0&t=0s) Introduction and overview of expense management capabilities
- [1:52](https://www.youtube.com/watch?v=pjML7lXSsd0&t=112s) Expense management without agent - core workflows
- [2:55](https://www.youtube.com/watch?v=pjML7lXSsd0&t=175s) High-level architecture with agent enabled
- [4:38](https://www.youtube.com/watch?v=pjML7lXSsd0&t=278s) High-level architecture without agent
- [5:04](https://www.youtube.com/watch?v=pjML7lXSsd0&t=304s) Rules and per diem configuration
- [6:49](https://www.youtube.com/watch?v=pjML7lXSsd0&t=409s) Setup requirements and payment methods
- [8:58](https://www.youtube.com/watch?v=pjML7lXSsd0&t=538s) Posting groups and refundable vs reimbursable expenses
- [11:34](https://www.youtube.com/watch?v=pjML7lXSsd0&t=694s) Demo: expense agent setup, allowance configuration, and per diem rules
- [15:41](https://www.youtube.com/watch?v=pjML7lXSsd0&t=941s) Expense users, categories, subcategories, posting groups, and locations
- [21:18](https://www.youtube.com/watch?v=pjML7lXSsd0&t=1278s) Creating and modifying expenses: project linking, billing, mileage, and per diem details
- [26:50](https://www.youtube.com/watch?v=pjML7lXSsd0&t=1610s) Expense reports, reimbursement logic, rule violations, and workflow comparison
- [32:33](https://www.youtube.com/watch?v=pjML7lXSsd0&t=1953s) Related sessions and resources

## Features

| Feature | Status | At |
|---|---|---|
| Expense agent with AI-driven categorization | status not stated | [0:44](https://www.youtube.com/watch?v=pjML7lXSsd0&t=44s) |
| Expense collection and itemization | status not stated, demoed | [1:38](https://www.youtube.com/watch?v=pjML7lXSsd0&t=98s) |
| Expense approval workflow | preview (roadmap [AI-Driven Approvals](../features/573255.md)), demoed | [3:54](https://www.youtube.com/watch?v=pjML7lXSsd0&t=234s) |
| Credit card provider integration | status not stated | [3:41](https://www.youtube.com/watch?v=pjML7lXSsd0&t=221s) |
| Expense management rules | status not stated, demoed | [5:04](https://www.youtube.com/watch?v=pjML7lXSsd0&t=304s) |
| Per diem configuration by location | status not stated, demoed | [5:41](https://www.youtube.com/watch?v=pjML7lXSsd0&t=341s) |
| Expense payment methods | status not stated, demoed | [7:59](https://www.youtube.com/watch?v=pjML7lXSsd0&t=479s) |
| Expense categories with itemization controls | status not stated, demoed | [8:30](https://www.youtube.com/watch?v=pjML7lXSsd0&t=510s) |
| Expense posting groups | status not stated, demoed | [8:58](https://www.youtube.com/watch?v=pjML7lXSsd0&t=538s) |
| Refundable vs reimbursable expense distinction | status not stated, demoed | [9:28](https://www.youtube.com/watch?v=pjML7lXSsd0&t=568s) |
| Mileage reimbursement with standard rate | status not stated, demoed | [12:56](https://www.youtube.com/watch?v=pjML7lXSsd0&t=776s) |
| Minimum hours for per diem | status not stated, demoed | [14:25](https://www.youtube.com/watch?v=pjML7lXSsd0&t=865s) |
| Partial per diem rules | status not stated, demoed | [14:14](https://www.youtube.com/watch?v=pjML7lXSsd0&t=854s) |
| Per diem reductions | status not stated, demoed | [15:25](https://www.youtube.com/watch?v=pjML7lXSsd0&t=925s) |
| Expense users setup | status not stated | [15:53](https://www.youtube.com/watch?v=pjML7lXSsd0&t=953s) |
| Expense participants | status not stated, demoed | [16:53](https://www.youtube.com/watch?v=pjML7lXSsd0&t=1013s) |
| Attachment enforcement | status not stated, demoed | [17:22](https://www.youtube.com/watch?v=pjML7lXSsd0&t=1042s) |
| Expense groups | status not stated | [17:59](https://www.youtube.com/watch?v=pjML7lXSsd0&t=1079s) |
| Expense subcategories | status not stated, demoed | [18:21](https://www.youtube.com/watch?v=pjML7lXSsd0&t=1101s) |
| Expense locations | status not stated, demoed | [19:50](https://www.youtube.com/watch?v=pjML7lXSsd0&t=1190s) |
| Expense management rules | status not stated, demoed | [20:27](https://www.youtube.com/watch?v=pjML7lXSsd0&t=1227s) |
| Expense refundability toggle | status not stated, demoed | [22:45](https://www.youtube.com/watch?v=pjML7lXSsd0&t=1365s) |
| Project expense linking | status not stated, demoed | [23:21](https://www.youtube.com/watch?v=pjML7lXSsd0&t=1401s) |
| Customer billing of expenses | status not stated, demoed | [23:41](https://www.youtube.com/watch?v=pjML7lXSsd0&t=1421s) |
| Automatic mileage calculation | status not stated, demoed | [24:18](https://www.youtube.com/watch?v=pjML7lXSsd0&t=1458s) |
| Multi-currency expense conversion | status not stated, demoed | [25:34](https://www.youtube.com/watch?v=pjML7lXSsd0&t=1534s) |
| Per diem interactive details | status not stated, demoed | [25:58](https://www.youtube.com/watch?v=pjML7lXSsd0&t=1558s) |
| Expense category-based requirements | status not stated, demoed | [26:10](https://www.youtube.com/watch?v=pjML7lXSsd0&t=1570s) |
| Expense report generation | status not stated, demoed | [26:50](https://www.youtube.com/watch?v=pjML7lXSsd0&t=1610s) |
| Credit card payment tracking | status not stated, demoed | [27:45](https://www.youtube.com/watch?v=pjML7lXSsd0&t=1665s) |
| Rule violations detection | status not stated, demoed | [28:14](https://www.youtube.com/watch?v=pjML7lXSsd0&t=1694s) |
| Expense ledger entries | status not stated, demoed | [28:38](https://www.youtube.com/watch?v=pjML7lXSsd0&t=1718s) |
| Itemization requirement validation | status not stated, demoed | [30:06](https://www.youtube.com/watch?v=pjML7lXSsd0&t=1806s) |
| Dynamic participant field generation | status not stated, demoed | [31:03](https://www.youtube.com/watch?v=pjML7lXSsd0&t=1863s) |
| Manual vs agent expense report workflows | status not stated, demoed | [31:37](https://www.youtube.com/watch?v=pjML7lXSsd0&t=1897s) |

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 6996 "Expense Agent Setup"](../objects/page/6996.md) at [7:44](https://www.youtube.com/watch?v=pjML7lXSsd0&t=464s)

## Quotes

- [0:19](https://www.youtube.com/watch?v=pjML7lXSsd0&t=19s) "expense management and why did we start with expense management? This is long time functional gap in a Business Central."
- [0:44](https://www.youtube.com/watch?v=pjML7lXSsd0&t=44s) "We decided to build new functionality but created as a AI-driven. So, we didn't just wanted to create new new feature. We wanted to"
- [0:57](https://www.youtube.com/watch?v=pjML7lXSsd0&t=57s) "Our recommendation, use expense management as a expense agent. So, use with the agent. And every agent will provide much much more functionalities and"
- [2:05](https://www.youtube.com/watch?v=pjML7lXSsd0&t=125s) "So, in a case of expense management without agent, you will not have expenses. You can start to collect expenses directly creating expense report."
- [3:41](https://www.youtube.com/watch?v=pjML7lXSsd0&t=221s) "Currently, this is not in public preview but we will have connection with the credit card provider. So, you can collect information from from"
- [13:11](https://www.youtube.com/watch?v=pjML7lXSsd0&t=791s) "you have standard rate of mileage this is if when you are using your private"
- [13:24](https://www.youtube.com/watch?v=pjML7lXSsd0&t=804s) "per diem calculations so you have none because in some countries you do not calculate per diem"
- [14:25](https://www.youtube.com/watch?v=pjML7lXSsd0&t=865s) "can configure here what is minimum amount for full per diem"
- [21:18](https://www.youtube.com/watch?v=pjML7lXSsd0&t=1278s) "expenses are not possible to be used if you are using Business Central outside of agent"
- [22:45](https://www.youtube.com/watch?v=pjML7lXSsd0&t=1365s) "if this is a refundable and pay by card, you will see reimbursed amount is zero because you already pay by company card"
- [23:54](https://www.youtube.com/watch?v=pjML7lXSsd0&t=1434s) "system will automatically when you post expense report create sales invoice to this customer"
- [26:10](https://www.youtube.com/watch?v=pjML7lXSsd0&t=1570s) "if this is for example hotel, it will require itemization. If this is entertainment event, it will require participant"
- [26:22](https://www.youtube.com/watch?v=pjML7lXSsd0&t=1582s) "So, now you can see based on this starting date and time system calculated for each of day full per diem"
- [26:50](https://www.youtube.com/watch?v=pjML7lXSsd0&t=1610s) "this is something you can work only if you are using agent and you want to open expenses from Business Central"
- [28:14](https://www.youtube.com/watch?v=pjML7lXSsd0&t=1694s) "you have this rule violations. So, you cannot post because of rule violations"
- [30:17](https://www.youtube.com/watch?v=pjML7lXSsd0&t=1817s) "itemization must uh total zero must be equal to to uh completely expense amount"
- [31:50](https://www.youtube.com/watch?v=pjML7lXSsd0&t=1910s) "but when you start with expense report and add uh lines there directly this is only one"

## Disclaimers in the video

- [1:10](https://www.youtube.com/watch?v=pjML7lXSsd0&t=70s) preview: agent is not enabled in all regions currently
- [3:41](https://www.youtube.com/watch?v=pjML7lXSsd0&t=221s) not-in-this-release: credit card provider connection is not in public preview but will be available
- [21:18](https://www.youtube.com/watch?v=pjML7lXSsd0&t=1278s) other: expenses are not possible to be used if you are using Business Central outside of agent
- [21:32](https://www.youtube.com/watch?v=pjML7lXSsd0&t=1292s) other: you need to have team member license to open it

Presenters (as heard): Isaac Sattelmeier.