The Avaza Expenses app records your expenses on your phone, with a photo of the receipt, and submits them for approval. Everything is saved to your Avaza account, so it's on the web straight away.
Install and sign in
Install Avaza Expenses from the App Store (iOS 15.0 or later) or Google Play. Open it, tap Login and sign in as you do on the web: with your email and password, or with Sign in with Google. Then tap Grant Access to Avaza.
You need the Timesheet/Expense User or Administrator role. External contacts, such as contractors, can have this role too. Without it, the app shows No Expenses Access!. Ask an Administrator to give you the role in Contacts, then tap Try Again.
The profile tab, the last one, has Help Center, which opens this site, and Logout.
Add an expense
On the Expenses screen, tap the green + button and choose how to start.
Camera takes a photo of the receipt. Attachment picks a photo or file that's already on your phone. Add Expense starts without a receipt.Fill in the fields marked *: Category, Amount and Tax.
The Date starts as today and the Currency as your account's. For another currency, the app fills in the Exchange Rate, which you can change. For a category with a unit price, such as mileage, enter the Quantity instead. Switch on Amount is Tax Inclusive if the amount includes tax.Add any other details: Merchant, Payment Method, Reimbursable (you paid with your own money), Merchant Tax Number, Group / Trip Name and Notes.
To bill the expense to a customer, choose the Customer, switch on Chargeable to Customer, and pick the Project and Task.Tap Verify & Save when the expense is complete, or Save as Draft to finish it later.
To add a receipt later, tap Attach Receipt in the form. Your next new expense starts with the category, currency, tax and Reimbursable setting you used last.
Find and change your expenses
The Expenses screen lists your own expenses and their status. Tap one for its details, and tap a receipt to see it larger or Download it.
- Search: tap the magnifier and type the start of a merchant or category name.
- Filter: tap the funnel and choose Date From, Date To, Category, Approval Status, Billable Status or Customer, then tap Apply.
- Sort: in the ⋮ menu, choose Expense Date or Updated Date.
- Edit or delete: swipe an expense to the left, or open it and tap the pencil or the bin.
While your account locks approved expenses, you can't change an approved one. On an invoiced expense you can only change Reimbursable, and on a reimbursed one only Chargeable to Customer. See editing a locked expense.
Submit expenses for approval
When approvals are on, a saved expense stays Verified until you submit it:
- One expense: open it and tap Submit for Approval.
- All your verified expenses: choose ⋮ › Submit All for Approval.
- Some of them: choose ⋮ › Select Multiple Expenses, or press and hold an expense. Tick the ones you want and tap Submit for Approval at the bottom. Delete there deletes them.
Avaza emails your expense approvers. If one rejects an expense, you get the reason by email: edit it, tap Verify & Save and submit it again. Without approvals, Verify & Save approves the expense straight away. See expense approvals.
See your spending
The chart icon at the bottom opens the Dashboard: the Total Amount of your expenses for a period, from Today to Last Month, and a chart by Category, Chargeable Status, Merchant, Approval Status, Reimbursement Status, Customer or Project.
What needs Avaza on the web
The app is for your own expenses. Use Avaza in a browser to:
- approve other people's expenses and pay reimbursements;
- set up categories, payment methods and approvals in Settings › Expense Settings;
- add expenses to invoices, or set up recurring expenses;
- find your Email in Receipts address, or scan receipts with AI.