Purpose
This article describes how to create an expense.
Audience
This article applies to all expense management users.
Overview
To learn about expense management overall, review our Managing expenses user guide.
Add an expense
To add expenses in NextView, you add your receipts.
Add an expense (web app)
Add a receipt in one of the following ways:
From the Dashboard: If you don’t have any active expenses to show on the Dashboard, an Add an expense button (Figure 1) appears in the My Expenses & Reports section. Select Add an expense. > Select the type of expense you want to add.
Figure 1. Add an expense with Add an Expense button (web app)
From the Dashboard: Select the plus sign at the top-right of the My Expenses & Reports section (Figure 2). > Select the type of expense you want to add.
Figure 2. Add an expense with plus sign (web app)
From the navigation menu > Select Expenses & Transactions > Add. > Then in the QuickScan section, add a receipt. Or, in the Manual Expense Entry section, select the type of expense you want to add (Figure 3).
Figure 3. Add an expense from Expenses & Transactions page (web app)
If you haven’t added a default department yet, there may be an Add Default Department dialog. Select the department you want your nonallocated expenses to go to, for instance, General. Select Save.
This brings up an Expense Details page (Figure 4). Complete the fields, including adding a photo of the expense receipt if you haven’t added it already.
Figure 4. Expense Details page (web app)
Note: You can select from various types of currencies as applicable by selecting the currency type icon in the Total Amount field (Figure 5). If you select US dollars (USD), no additional fields appear (Figure 6).
Figure 5. Currencies dropdown menu
Figure 6. Expense Details page for an expense in US dollars
When you select a currency other than US dollars, additional fields appear (refer to the “Note about the Taxes section of the Expense Details page” section of this article), and the Final Amount field (Figure 7) automatically converts the currency to US dollars or Canadian dollars, depending on which you’ve selected as your home base currency. When creating an expense, refer to your receipt and enter all applicable tax amounts based on your chosen currency.
Figure 7. Final Amount field
Once you’ve added a receipt image, an Add More button appears below the uploaded image. Select Add more to add additional receipts, and you can also itemize the receipt(s) if needed. (Refer to the “Split an expense” section of this article.)
Select Create Expense.
Note about the Taxes section of the Expense Details page
In Canada, applied taxes vary from province to province. Some provinces have a goods and services tax (GST) or a harmonized sales tax (HST) only, while other provinces have GST with an additional regional tax. When creating an expense, refer to your receipt and enter all applicable tax amounts in the Tax and Regional Tax PST/QST/RST fields (Figure 8).
Figure 8. Taxes section on the Expense Details page
When you select HST in the Tax field, you cannot make changes in the Regional Tax PST/QST/RST field. When you select GST in the Tax field, the Regional Tax PST/QST/RST field becomes optional.
You can also select the View Tax Details icon to learn more about the Taxes section.
Assign an expense to an expense report from the Expense Details page
When you’re creating an expense, you can add it to an expense report directly from the Expense Details page. Select the Assign to Expense Report field and select from the dropdown list the report you want to add the expense to (Figure 9).
Figure 9. Assign to Expense Report field and dropdown menu
Note that you can submit only one home base currency per expense report. In other words, on each expense report, all expenses on the report must have the same home base currency.
The home base currency is the currency you want your reimbursement to be in. It’s also the currency that the amount in the Final Amount field (Figure 7) converts to, if conversion is needed. You can submit expenses with different currencies on one expense report, as long as those expenses with different currencies all have the same home base currency.
When you select the Assign to Expense Report field, the dropdown menu only shows expense reports with the same home base currency as the expense you’re adding to the report. If there are no reports with the same home base currency as your current expense, an error message appears (Figure 6).
To learn more about creating and submitting expense reports, review our article on that topic.
Split an expense (web app)
If you need to split an expense by department, category, or other factors, take the following steps from the Expense Details page:
Select Split Expense (Figure 10). This brings up a Split Expense dialog (Figure 11).
Figure 10. Split Expense option on Expense Details page (web app)
Figure 11. Split Expense dialog (web app)
Complete the split expense fields to select which departments should be charged for the expense, and for how much (that is, what percentage or dollar amount of the expense), including the applicable tax for each expense. Note: When you add the Split Percentage for a split, the Split Amount automatically populates. Or, alternatively, if you add the Split Amount for a split, the Split Percentage automatically populates. If your splits do not add up to the total expense amount, a notification will inform you of the discrepancy.
Select Add split to add additional splits as needed.
To save the split, select Done.
Make additional changes to the expense details, if needed, and select Save Expense.
Email receipts to NextView
You also have the option to forward email receipts or invoices to receipts@NextView.com from your company email address and NextView automatically adds them to your Expenses & Transactions list.
Need help?
If you need help, contact the NextView support team:
Email support@nextviewplatform.com.
From the website or mobile app: Open the left navigation menu and select Chat with us.
Publish date: October 22, 2025
Last update: NA