This guide will walk you through how to submit expenses as a Team Member or Cardholder online on the Webapp or via our Mobile App. Check out our other articles here for more information. 

- How do I submit an expense as a cardholder in Webapp?
- How do I submit an expense as a cardholder on Mobile?

How do I submit an expense as a cardholder online?

To submit an expense as a cardholder, follow the steps below.

Step 1: Log in to your Airwallex account and navigate to Expenses.

All expenses that have yet to be submitted will display an “incomplete” status.

Step 2: Select the expense to open the expense details form

All fields marked as “required” must be completed before the expense can be submitted for review. The remaining fields not marked as “required” are optional. For Xero connected accounts, you may find the Expense Category field is pre-populated; this is automatically done based on how similar, previous expenses have been categorised for the account.

Step 3: Once all required fields are completed, click the submit button.

Once an expense has been submitted, the status changes to “In review”. If needed, you can recall the expense in order to continue making edits before submitting again.

Recalling an expense allows you to fix mistakes (e.g., attaching the wrong receipt or selecting the wrong category) without having to wait for your approver to review and request a resubmission from you.

 

How do I submit an expense as a cardholder on Mobile?

 

Step 1: Log in to your Mobile App and navigate to the Expenses tab or alternatively select from “outstanding tasks” on the Cards tab.

If using the Expenses tab, filter the list to find a specific expense using the status icons along the top.

If accessed directly via “outstanding tasks” on the Home tab, select “Add expense details”

Step 2: Select an individual expense to open a detailed view

All fields marked with an asterisk must be completed before the expense can be submitted for review. The remaining fields not marked are optional. Pending transactions will appear with a warning that the exact transaction amount could change, but can still be submitted.

Step 3: Once all required fields are completed, click the submit button.

Once an expense has been submitted, the status changes to “In review”. If needed, you can recall the expense in order to continue making edits before submitting again.

 

Still need assistance? Please reach out to our Support Team here.