> ## Knowledge Base Index
> Fetch the complete knowledge base index at: https://help.digitalpurchaseorder.com/sitemap.xml
> Use this file to discover available pages before exploring further.
> Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash).

# How to Upload Expenses

The **Expenses** feature in Digital Purchase Order (DPO) allows you to easily create a Topsheet, capture receipts, validate them, group them together, and submit them for approval—all from your browser or mobile device.

###### Video Tutorial
Prefer a visual walkthrough? Watch our video tutorial to learn **How to Upload Expenses.**

${frame}[](https://www.youtube.com/embed/f9exNg-pC9Y)



###### Expenses Inbox Overview

The **Expenses Inbox** allows you to create Topsheets and view all submitted receipts in one place.

* **Upload your Receipts** - Add receipts via drag & drop or by uploading a file
* **Capture Receipts** – All uploaded receipts waiting to be confirmed and saved.
* **Create Topsheet** – All saved receipts that are ready to be added to a Topsheet.
* **My Receipt List** – Your archive containing all receipts that have already been included in Topsheets or have been declined. These receipts can be resubmitted to a Topsheet with a single click.

||| Important: Expenses cannot be created for other users. Each expense entry belongs only to the logged-in user, and the settlement is processed under the name of that user’s profile.



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-04-29-at-17285_1kcn21p.png =1057xauto)



###### Steps to Create a Topsheet
To **create a Topsheet** and **submit it for approval**, follow these required steps:

**Step 1:** [Upload receipts](#3-how-to-upload-receipts) using the browser or [mobile app.](#6-uploading-receipts-in-the-app)
**Step 2:** Confirm [the receipts](#6-step-2-conforming-expenses).
**Step 3:** [Create a Topsheet](#6-steps-to-create-a-topsheet).

###### Step 1: How to upload receipts

1. Log in at www.digitalpurchaseorder.com, select the appropriate **DPO Book** and navigate to the **Expenses Inbox**.
2. From there, you can upload receipts directly via your browser or use the **DPO Mobile App** to capture and upload receipts on the go.
| If the system displays the message **“THE FILE HAS ALREADY BEEN UPLOADED”**, rename the document before uploading it again.



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-04-29-at-17300_1f63jv6.png =1126xauto)



###### Uploading Receipts in the App

1. Open the DPO mobile app and tap the **“+”** (plus) icon
2. Capture the receipt by taking a photo or upload an existing file from you phone

|| You can only upload receipts to your own account, you cannot upload for other users.

###### Single-page receipts:
Photograph all receipts and then tap **“Upload receipts.”** → All receipts will be uploaded as separate single-page documents.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/expenses-1-upload-receipts_qgb9sm.png =226xauto)




###### Merged receipts:
* Photograph all pages one after another and tap **“Merge.”** → The app combines them into one multi-page receipt.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/upload-receipts-merge_w8fqap.png =256xauto)



###### Validating Expenses: What to Check Before You Start
If a user should be able to create a Topsheet with or without completing the Account fields, enable the corresponding permission in the user’s settings.

| The permission can only be set by an administrator in the user profile.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-05-11-at-10391_1o2swvx.png =978xauto)



###### Step 2: Conforming Expenses

1. Click on **Captured Receipts** to view your uploaded receipts
2. Choose a document from the list and click on it to open the receipt for review and editing


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-04-29-at-17305_1jrkhdq.png =1156xauto)



3. The document will open on the left, with editable fields displayed on the right. At the bottom, a red warning such as **“Missing X fields”** indicates how many mandatory fields are still incomplete. Complete all required fields including:
* **Receipt Name,** 
* **Gross Amount,** 
* **Description,** 
* **Department** and **Account Code** (if applicable).

4. If the receipt contains multiple tax rates, click **Add Line** to create additional item lines and assign the correct tax rate to each then save.


  ![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-10-20-at-15191_tm8njv.png)



###### Step 3: Create a Topsheet

1. Go to **Create Topsheet**.
2. Select the confirmed receipts to include.
3. Review and edit receipt details if needed.
4. Enter your position/title and review the summary.
5. Click **Create Topsheet** to generate the PDF and **send it for approval.**

The Topsheet will be available for download in **Expense View**.



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-04-29-at-17330_1rgchn.png =1092xauto)


###  My Receipts List

* Click **My Receipts** in the Expense Inbox to manage your uploads
* Use the search or status filter to locate specific receipts
* **Rejected receipts** will also appear here, you can either delete or resubmit them after corrections


 ![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-04-29-at-17390_hwa4cu.png =1012xauto)



###### How to Check Your Submitted Expense Totals

1. Select the filter **“My Expenses”** on the left
2. On the right, you will see the **gross** and **net amounts** you have submitted
3. **Optionally**, you can download them using the PDF icon next to each topsheet, or use the batch print icon on the right-hand side to download all of them at once.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-04-29-at-17413_9v9moj.png =1098xauto)



${color}[#0d5068](**Questions or need help?**)
*Our customer support is always available to help with any questions or setup assistance*

**Contact us**
**Email**: [support@digitalpurchaseorder.com](mailto:support@digitalpurchaseorder.com)
Support: __+1 888 DPO 7254__
Support Int'l: +44 20 331 88 338
Berlin Office: +49 (0)30 55 572 5956

[Or book a personalized support call](https://calendly.com/d/gpk-ppc-rjg)
We look forward to hearing from you.