How to use Expense Manager
Expense Manager turns any monday.com board into a complete expense workflow: capture receipts, scan them with AI, route approvals, and track reimbursements. This guide covers installation, first-time setup, and every building block.
What’s included
Expense Manager adds these building blocks to your monday.com workspace:
| Component | What it does |
|---|---|
| Board View | The expense list with filters and totals by status, plus one-click column setup. |
| Item View | Receipt scanning, editable fields, and the approval/reimbursement workflow — available on mobile for camera capture. |
| Settings View | Your plan, monthly scan usage, and what each plan includes. |
Prerequisites
- A monday.com account (any plan — Free, Standard, Pro, or Enterprise).
- At least one board where you want to track expenses.
Step 1 — Install & permissions
Install Expense Manager from the monday.com Marketplace. During install you’ll be asked to approve these permissions:
- Read boards — read your expense items, columns, and receipt files.
- Write boards — create the standard expense columns and write the values you confirm (amount, vendor, status, etc.).
- Read users / your profile — identify you and route approvals to the right person.
- Send notifications — notify an approver when an expense is submitted.
Step 2 — Add the views to a board
Open a board, then add the Expense Manager board view (the “+” next to your board tabs → Apps → Expense Manager). The Expense Manager Detail item view is added per item and is available on mobile for camera capture.
Step 3 — First-time setup (once per board)
The first time you open the board view, a setup panel appears. You can either:
- Create standard columns — one click adds Status, Amount, Currency, Category, Vendor, Date, Tax, Submitter, Approver, Receipt, and Notes columns.
- Map manually — if your board already has columns, choose which existing column maps to each expense field.
You can reopen this any time with the Columns button in the board view.
Step 4 — Scan a receipt
- Add an item for the expense, then open the item’s detail view.
- Add a receipt photo to the Receipt/Files column (on mobile, use the camera).
- Tap Scan receipt with AI. The amount, vendor, date, tax, and category are extracted and shown for you to review.
- Confirm or correct the fields, then tap Save to board. A confidence score and a review warning help you catch anything unusual — values are never written until you save.
Step 5 — Approvals & reimbursement
Each expense moves through a clear status flow. In the item view:
- Submit for approval — moves Draft → Submitted and notifies the assigned approver.
- Approve / Reject — reviewers move Submitted → Approved or Rejected.
- Mark reimbursed — moves Approved → Reimbursed once payment is made.
Set an approval threshold per board so small expenses can skip approval. Every transition is recorded in the item’s audit trail.
User roles
Admins and members get the full experience. Viewers (view-only seats) can’t use the monday.com API, so they see a notice asking an admin to assign a seat.
Frequently asked questions
Does AI use my data for training?
No. OpenAI’s API does not train on customer data, and we don’t store your receipt images after extraction.
What permissions does Expense Manager need?
boards:read — to read items, columns, and receipt files. boards:write — to create the expense columns and write values you confirm. me:read / users:read — to identify you and route approvals. notifications:write — to notify approvers.
Can I use Expense Manager on multiple boards?
Yes. Add the board view to as many boards as you like — each one gets its own column mapping and thresholds.
What happens when I uninstall?
We delete your account data within 10 days (typically within 7). Your expense items remain on your monday.com boards.
Need help? Email support@devloggic.com — we typically respond within a few hours.