Admin FAQ: ExpenseIt

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What is ExpenseIt? ExpenseIt is a value-added service that creates expense entries from receipt photos. This SAP Concur mobile app feature makes expense reports faster and easier for users, while giving you timely information to manage your monthly budget.

How does ExpenseIt turn receipts into expenses?

ExpenseIt utilizes a variety of techniques including machine learning, individual user history, optical character recognition (OCR), and computer vision to read and predict several critical values from a receipt. Using these techniques, ExpenseIt works to identify the amount, currency, date, location, expense type, payment type, vendor, and hotel itemizations then pulls that information into an expense.

What are the best practices for capturing receipts with ExpenseIt?

ExpenseIt is most helpful when receipts are captured as soon as they’re received. Capturing a quality photo of a receipt is very important. Dark or blurry photos can be difficult to read. So, users should remember to:

• Make sure the camera lens on the mobile device is clean. • Make sure the camera is focused on the receipt. • Make sure the camera is as close to the receipt as possible – with little to no background included.

• Take photos in a portrait (vertical) orientation. • Take photos in a well-lit area. Otherwise, use the flash. • Avoid shadows across the receipt.

Users should always double check the expense for accuracy before submitting. If users wait to capture receipts, they can tap Next Receipt while capturing them in the app. For additional details, users can refer to the tips sheets for iOS and Android found on the ExpenseIt Resource page.

© 2019 SAP SE or an SAP affiliate company. All rights reserved.

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Can users e-mail a receipt to ExpenseIt?

In addition to capturing receipts with ExpenseIt in the SAP Concur mobile app, users can take advantage of the functionality by e-mailing their receipts to the ExpenseIt alias designated for your region:

• receipts@expenseit.com (for companies using the U.S. data center) • receipts@eu.expenseit.com (for companies using the EU data center)

The receipt will utilize the same logic as ExpenseIt in the app to create a corresponding expense in Concur Expense. The expense, complete with the attached receipt image, will then be available in their Available Expenses to review and submit. Please note, if a user sends a receipt to your region’s Concur alias (receipts@concur.com, receipts@concursolutions.com, receipts@eu.concursolutions.com, receipts@concurcdc.cn), their receipt image will be sent straight to Concur Expense without being processed with ExpenseIt. The receipt image will appear in the user’s Available Receipts, but a corresponding expense will not have been created.

Does ExpenseIt support delegate functionality through e-mail?

Yes. The e-mail delegate functionality is supported. Please see this technical documentation for further information about how to set up this functionality. For this to work, the delegate must be a verified user in the system and be configured as a delegate in Concur Travel and Expense.

© 2019 SAP SE or an SAP affiliate company. All rights reserved.

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How do users expense multi-page receipts?

Users can capture a multi-page receipt, such as a hotel folio or a restaurant receipt with both a summary and itemized copy, with ExpenseIt by following the steps below:

• Remove any extra pages stapled to the receipt, such as the credit card slip.

• Tap ExpenseIt on the home page of the SAP Concur mobile app. • Tap the multi-page icon on the top of the screen. The icon will turn yellow to indicate that multi-page is on.

• Take a photo of the first page. If the receipt includes a summary, this will go first – the pages with itemizations will follow. If a user needs to retake the photo, they can tap the trash can icon and try again.

• Once the user has a quality photo, tap Add page. • Continue until they have captured all pages of the receipt then tap Done.

Note that, while a user can capture up to nine pages, ExpenseIt will only analyze up to three – the first two pages and the last page.

Can users take a single picture of multiple receipts?

ExpenseIt is only able to process receipt images that correspond to a single expense. ExpenseIt will not be able to separate out individual expenses if multiple receipts are captured in one shot, such as a sheet of paper with multiple receipts taped to it. If a user has a multi-page receipt that corresponds to a single expense, please see How do users expense multi-page receipts? above.

© 2019 SAP SE or an SAP affiliate company. All rights reserved.

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How does ExpenseIt recognize and predict fields such as currency, date, location, and vendor?

To predict most fields, ExpenseIt uses optical character recognition (OCR) to extract text from a receipt. It then uses a suite of machine learning models to analyze this text and make a prediction. The machine learning models utilized vary from field to field. These models are able to consider things like where the text is located on a receipt, user and company history, and information in a user’s SAP Concur profile, among other things, to make an informed prediction. Each field has its own unique set of challenges when it comes to forming a prediction. If the user submits a low-quality image, or if the information is hidden or doesn’t appear legibly on the receipt, the field might be filled with less confident predictions.

How does ExpenseIt recognize and itemize hotel receipts?

ExpenseIt is able to read and itemize many common types of hotel receipts. While hotel receipts vary greatly, machine learning models attempt to determine fields such as room rate, taxes, and other billed back items. Once the receipt is analyzed, users can view the itemizations on web or mobile by moving the hotel receipt to an expense report, selecting the hotel expense from inside the report, and selecting Itemizations. If the expense wasn’t itemized, it is possible that the image quality was poor or the itemizations were not recognized by the algorithms.

© 2019 SAP SE or an SAP affiliate company. All rights reserved.

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How does ExpenseIt recognize and predict the amount?

To determine the amount on the receipt, ExpenseIt follows a special process due to the importance of getting this value correct. A machine learning model performs the analysis of the amount straight on a user’s device to predict the amount in real time. With this technology, ExpenseIt is capable of reading a handwritten amount, such as the total after tip. It does not capture tip amount, sub-totals, or tax amounts. After the analysis, the user is presented with this amount to accept or edit. Once the user confirms the amount, the receipt is sent for further processing to determine values for the other fields.

How does ExpenseIt recognize and predict the expense type?

ExpenseIt analyzes historical transactions and expense patterns from users, while taking into account other available expense types. Over time, it learns and improves its predictions based on users’ consistent usage and adjustments. Companies with broader, and therefore fewer, expense types can see significantly better predictions than those with more granular expense categorizations. Additionally, if your company has expanded expense types for meals (e.g. Individual Breakfast, Lunch, or Dinner rather than simply a Meal category), ExpenseIt will attempt to predict the correct type based on the available information such as a time stamp if it is on the receipt.

© 2019 SAP SE or an SAP affiliate company. All rights reserved.

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How does ExpenseIt recognize and predict the payment type?

Classifying the receipt as cash (i.e. a charge the employee will be reimbursed for) or a corporate card charge can be challenging since this information isn’t always clearly presented on a receipt. An expense will be marked as a corporate card charge if a user has a corporate card linked to their SAP Concur account and the last four digits identified on the receipt matches that card. If no digits are found on the receipt, the expense will default to a corporate card charge. If a user doesn’t have a linked corporate card, or if the four digits on the receipt do not match those of their linked corporate card, an expense will be marked as cash. Your company can decide whether end users have the ability to edit this field or not.

What happens to ExpenseIt’s predictions over time?

ExpenseIt is able to learn and improve over time as your users continue to submit expenses. Predictions for some fields, such as expense type and vendor, will improve as a result of direct user and company history. Other predictions, such as those for handwritten amounts, utilize millions of data points in order to train new machine learning algorithms.

© 2019 SAP SE or an SAP affiliate company. All rights reserved.

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What are the supported countries for ExpenseIt?

Below are the currently supported countries and regions (as of May 1, 2020). These lists will be updated periodically to reflect new country additions. We recommend contacting your account manager for any specific country-related questions and/or updates to these lists.

Optimized*

• Australia• Austria• Belgium• Canada• Denmark• Finland• France• Germany

• Ireland• Italy• Japan• Luxembourg• Netherlands• New Zealand• Norway• Portugal

• Puerto Rico• Singapore• Slovenia• Spain• Sweden• Switzerland• United Kingdom• United States of America

Emerging**

• Argentina• Brazil• Bulgaria• Chile• Colombia• Croatia• Czech Republic

• Greece• Hong Kong• India• Malaysia• Mexico• Peru• Poland

• Romania• Slovakia• South Africa• South Korea• Taiwan• Turkey• United Arab Emirates

* Countries with high performance ** Countries with reasonable performance

© 2019 SAP SE or an SAP affiliate company. All rights reserved.

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What are the differences between optimized and emerging experiences?

Can ExpenseIt process receipts captured in a country that is not on the list of supported countries/ regions?

Optimized experience – Users can expect high performance from ExpenseIt. These are the countries where significant data sets have been collected and analyzed over time to produce consistent and confident results. Variance can still occur but only in a small number of cases. Emerging experience – Users can expect reasonable performance from ExpenseIt. These are the countries where data exploration and analysis are ongoing; nevertheless, performance has been promising, with some variance in results to be expected.

We understand that users may travel and process receipts from numerous countries. ExpenseIt aims to provide the best possible results; however, performance for a specific country depends on its language(s), receipt formats/volume, and consistency over time. Given these factors, users should expect varying degrees of performance. Nevertheless, ExpenseIt can process all captured receipts and aims to provide the best possible results based on available data. Users may also edit ExpenseIt’s predictions after capturing a photo of a receipt. For guidance with this process, please reference the Can I edit ExpenseIt’s predictions? question in the End User FAQ found on the ExpenseIt Resource page.

© 2019 SAP SE or an SAP affiliate company. All rights reserved.

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How does ExpenseIt build its support for a country?

What happens if my users don’t see ExpenseIt within the SAP Concur mobile app?

ExpenseIt takes into account various factors when it comes to supporting a country, including the following: Inputs – ExpenseIt leverages machine learning capabilities to process and evaluate receipt data captured by real users in real-life scenarios that gives an accurate representation of the business norms within a country. Results are generally improved as more receipts and receipt formats are analyzed. Language – Language is a key consideration when deciding support for a country. ExpenseIt evaluates the current state of the language (whether it is already supported or not), the potential semantic variance when the same language is used in different regions and countries, whether multiple languages are being used, and the how languages can be used differently in business/financial transactions. Observation – ExpenseIt continuously monitors performance for changes in captured receipts. Adjustments are made when new formats or patterns are found. Results are generally improved with lower variance the longer ExpenseIt can observe and learn.

If users aren’t seeing ExpenseIt, they will need to verify that they’re using the latest version of the SAP Concur mobile app and update if necessary. If they are still not seeing ExpenseIt, users may need to turn on ExpenseIt within the SAP Concur app. They can do so by tapping on the menu > choosing Settings > turning on the toggle for ExpenseIt. If users are still having issues after taking these steps, please submit a support case through the Customer Support Portal with the credentials (ideally, their original credentials) of the user or users who don’t see ExpenseIt.

© 2019 SAP SE or an SAP affiliate company. All rights reserved.

ADMIN FAQ: EXPENSEIT (08/19)

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