Step by Step Guide

Step 1: Start off by Logging into your FreeAgent Account.

Once logged in you will be presented with the home screen which will look as follows:

Step 2: From main menu click on ‘My Money’ and then under the sub-menu ‘Expenses’. The screen will appear as follows.

Step 3: Once ‘Expenses’ has been clicked you will be presented with the following screen.

Step 4: Click on the green tab ‘Create your first expense’, as shown below.

Once clicked you will be presented with the following screen in FreeAgent.

Step 5: Enter The Expense Details.

Category: Select the appropriate category that matches the nature of the expense (e.g., Travel).

Dated: Enter the date the expense was incurred.

Total Value: Enter the amount paid as per the receipt.Description: Provide a brief description of the expense to ensure clarity in records.

Step 6: Adding a copy of the Receipts.

Upload Receipts: Attach any receipts or documents related to the expense by clicking the ‘Select a file’ button – as shown below.

File Format: Ensure receipts are in acceptable formats – PDF, JPG, or PNG.

Step 7: Save the data you have entered by scrolling to the bottom of the page and clicking on ‘Create new expense’ – as shown below.

Review Entries: Double-check all the entered details for accuracy.

Another Method of Accessing the ‘Out of Pocket-Expenses

Step 1: The ‘out-of-pocket expenses’ can also be accessed by clicking the Overview tab from the main menu – as shown below.

Step 2: Navigate to the bottom left corner of the ‘Overview screen’ and click on the ‘Create my first expense’ you will be presented with the following screen. 

Step 3: Enter The Expense Details

Category: Select the appropriate category that matches the nature of the expense (e.g., Travel).

Dated: Enter the date the expense was incurred.

Total Value: Enter the amount paid as per the receipt.

Description: Provide a brief description of the expense to ensure clarity in records.

Step 4: Adding a copy of the Receipts.

Upload Receipts: Attach any receipts or documents related to the expense by clicking the ‘Select a file’ button – as shown below.

File Format: Ensure receipts are in acceptable formats – PDF, JPG, or PNG.

Step 5: Save the data you have entered by scrolling to the bottom of the page and clicking on ‘Create new expense’ – as shown below.

Review Entries: Double-check all the entered details for accuracy.

Once you have completed the steps and created the expense, it will appear as follows in our example shown below.

Additional Tips:

• Recurring Expenses: If the expense is recurring, set the appropriate recurrence settings.
• Use the notes section for additional context or details about the expense.
• At any given time, you can click on the ‘View all expenses’ and make any changes and review past claims.
• A running ‘balance Owed’ will show in FreeAgent as shown above, at any time you can draw this from bank assuming you have not already done so.