Create Expense Items Via Email

Chrome River EXPENSE allows you to create new expense items via email (Snap & Send) for later attachment to an expense report in the online application—for example, when you have snapped a receipt photo with your mobile device on the go.

Emailed images appear in the E-Wallet's Offline section and Receipt Gallery, while plain text emails appear in just the Offline section. If you know the Report ID of the expense report to which you want to add the image, you may email it directly to that report.

Only JPG, PDF, PNG, OFD, and TIFF files of at least 50 kB and no more than 10 MB can be accepted, and the combined size of all files uploaded to a single report may be no larger than 100 MB.

For a complete list of receipt submission methods, see All Methods for Adding Receipts as an Expense Owner or a Delegate.

How to Find the Email Address

Because Chrome River has multiple email addresses for receipt submission, your Chrome River administrator will provide you with the correct email address assigned to your organization.

If you are still unsure, there are two ways to find the email address.

• Open a PDF cover page following these instructions and use the email address at the top.

• Find your organization's instance in the chart below to see the corresponding email address.

• To look up which instance your organization uses, see Understanding Instances and Environments.

Plain Text Receipts

1. Send a new email message containing the following information.

• The "To" address is the one assigned to your organization. See "How to Find the Email Address," above, for more details.

• The "From" email address must be one associated with your account in Chrome River EXPENSE online.

• The Subject should be the amount of the expense with no symbols—the corresponding currency code is optional. If you do not put the expense amount in the Subject line, the amount will be 0.00 when the expense appears in Chrome River online.

• The body should contain the description of the expense. It will appear in the Description section of any PDF reports generated. Place #note at the beginning of the body to have the system include the first 1,500 characters (or everything up to the line break) of your message in the Description field.

2. Once it is received, you will be able to view the expense in the Offline section of the E-Wallet.

3. Simply attach the receipt to your expense as you would any other receipt. See Add Receipt Images to Expenses for complete details on viewing and attaching receipt images.

Sending an HTML Receipt

1. If you have received an HTML email confirmation or receipt for an expense, you can "Forward & Forget" it directly to the email address assigned to your organization (see above) to have it converted into a receipt image and corresponding expense transaction.

• The system will ignore any email signature, but the email must not have any attachments.

• The "From" email address must be one of the addresses listed in your Chrome River Account Settings.

2. The PDF created from the HTML email you forwarded will be found in the Offline folder of the Items tab.

3. Chrome River's imaging software will extract valid OCR data from as many of the following criteria as possible:

• Amount
• Currency
• Item Type
• Date
• Vendor

4. If you replace the subject line of the email with an amount and currency code, that number will override the amount and currency extracted via OCR.

5. If you replace the subject line of the email with a Report ID, the receipt will be attached directly to that report.

6. If you place #note at the beginning of the body, the system will include the first 1,500 characters (or everything up to the line break) of your message in the Description field of the resulting expense item.

Receipt Images

To submit receipt images with your emailed expense, simply attach the images to the message. For example, you can use your mobile phone to take a photo of a receipt, then attach it to an email sent from the phone to the email address assigned to your organization. (If you are unsure, see "How to Find the Email Address," above, for more details.)

The images will appear with the expense in the Receipt Gallery and the Offline tab of the eWallet. Each image will appear as its own item, complete with the corresponding information about the expense.

If you attach a multipage PDF containing only images, each image will be created as a separate expense item unless you put the amount and currency in the subject line of the email when you submit it.

• If your organization has deactivated this feature, only single-page image-based PDFs will be split into individual receipt images.

If a multipage PDF contains text, a single item will be created.

1. Take a photo of the receipt with your mobile device.

2. Draft a new email message containing the following information.

• The "To" address is the one assigned to your organization. See "How to Find the Email Address," above, for more details.

• The "From" email address must be one of the addresses listed in your Chrome River Account Settings.

• The Subject should be the amount of the expense with no symbols—the corresponding currency code is optional. The amount and/or currency code you put in the subject line will override the amount and/or currency captured from the receipt when it is processed. Leave the subject line blank if you do not wish to override the data captured via OCR.

• The body may contain the description of the expense. It will appear in the Description section of any PDF reports generated.

3. Attach the receipt photo. Only JPG, PDF, PNG, OFD, and TIFF files of less than 10 MB each or 100 MB total can be accepted.

4. Once it is received, you will be able to view the expense in the Receipt Gallery and the Offline tab of the eWallet.

Attaching to a Specific Expense via Subject Line Override

If you know the ID of the expense report to which you'd like to attach an image, enter the Report ID (including dashes) into the subject line of an email you've composed instead of the currency. Remove everything from the body of the email—including any email signatures—except the image. Send it to the email address assigned to your organization (see above).

This method works even if you have multiple images attached to the email you're sending, as long as they all apply to the same expense report. The total combined size of all images may not exceed 100 MB.

Images will be attached to the report header. You may then drag them to specific line items, if necessary. For more information, see Add Receipt Images to Expenses.

Emailing Receipts to Another User’s eWallet via Subject Line Override

Chrome River makes it possible for you to email receipt images directly to another user's eWallet and to have other users email receipts directly to your eWallet.

Simply enter another Chrome River user's email address as the Subject of the email when following one of the methods listed above. The sender will receive an email confirmation that details who the image was sent to. The recipient will see the receipt in their eWallet the next time they log into Chrome River.

• The receipt must be sent from a user’s primary or alternate email address stored in Chrome River.
• The subject line must contain an address that is the other user’s primary or alternate email address in Chrome River.
• Both users must belong to the same Chrome River customer.

Change the Expense Type

Once the expense item appears in the eWallet, you may easily change its automatically assigned expense type, if necessary. Simply click its expense type tile to select a new one.