Add Your First Expense

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Add Your First Expense

Expenses are at the heart of Toggl Work. You can upload receipts directly, create expenses manually, send receipts by email or even create expenses from time entries in Toggl Track - then review all details before saving or submitting them. Here’s how it works.

Click “+ New Expense” to get started, and you’ll be shown two options:

1. “Upload a receipt” → Here you can drag and drop up to 10 files at once (PDF, JPG, PNG, etc.), or click “Add Receipts” to select them from your computer. You’ll see a quick status update for each file - if something fails, you’ll get an error message so you can fix it.
2. Create an expense manually → Select “Add expense manually” to fill in the details yourself.
3. Email your receipts to work-(workspace-id)@expenses.toggl.com from your Toggl account email.
4. From Track, go to “Timer” view and select the time entry you wish to add a receipt to. Then click on the logo (left to the $ sign) and attach your receipt. That’s it, you can access Work and check your expenses, it should be there and ready to submit.

Tip: Uploading receipts is usually fastest, but manual entry works great for mileage or expenses without receipts.

Reviewing an Expense

Once uploaded (or created manually), you can review and confirm the expense following details:

• Trip assignment → If Work detects that the expense is part of a trip, it will auto-link it. Otherwise, you can link it yourself under Is this a travel expense? and create your first Trip.

• Category → You can either pick from the default list (like Meals, Travel, Office) or create new ones by requesting that to your admin.
  → Categories can be linked to Benefits, therefore updating automatically the remaining amount to be spent per Benefit. Check with your admin or your own benefits overview to see which expense categories are included in your benefits.

• Supplier → Work extracts the supplier name and country automatically from the receipt, but you can edit them to your convenience.

• Description → This part is auto-filled based on the receipt, but also editable and sometimes your team lead will need more context around the reason for that expense.

• Date → Simply select the date of the receipt, this can allow you later to search or filter your expenses by dates.

• Amounts →

  • If the receipt is in your workspace currency, you’ll see the total and any tax associated with it.

  • If it’s in another currency, you’ll see both the original and the converted value. Conversion is automatic using the daily FX rate from Currency API, based on the receipt date.

• Comments → You can add any notes for yourself or for the reviewer.

Final options: Save or Submit

When you’re done reviewing, choose what to do with the expense:

• “Save as Draft” → The expense will stay private and visible only to you.

• “Submit for Approval” → This will send the expense to admins or approvers for review. (Some expenses may be auto-approved if they meet your team’s rules, don’t hesitate to reach-out to your admin to know more)

For manual creation, click “Create” to add your expense, or “Create and add another” to keep going.

Tip: You can always revisit expenses later - open the ⋮ menu in the top-right corner to see the “Expense History” (who submitted, who approved, timestamps, etc.) or to delete an expense.

That’s it! Your first expense is now in Toggl Work. Next, try grouping expenses into a Trip or a benefit for easier reporting.

Help & Feedback

In case you need any assistance, reach out in the community. That is also where we’d love to hear your thoughts on Toggl Work - we read all comments and build the product with them in mind.