Adding an expense (manually or by receipt scan)
There are two ways to log an expense: enter the details yourself, or upload a receipt and let our AI fill in the form for you.
Manual entry
- Click Add Expense on the Dashboard or on the Expenses page.
- Fill in:
- Provider (e.g., "CVS Pharmacy", "Dr. Smith")
- Amount
- Date
- Category (Medical, Dental, Vision, etc.)
- Family member (you, your spouse, your kids)
- Payment source (HSA card, FSA card, out-of-pocket, etc.)
- Optionally add a description and upload a receipt.
- Save.
That's it — the expense is now in your ledger and counted toward your reimbursable total.
AI receipt scan
If you upload a receipt photo or PDF, our AI reads it and pre-fills the form for you — provider, amount, date, category, and (often) which family member it's for if a name appears on the receipt.
You can review what the AI extracted and tweak any field before saving. If the AI got something wrong, just edit it.
Supported file types
JPG, PNG, and PDF. Receipts can be photos from your phone, scanned documents, or screenshots of digital receipts.
Free vs. Premium
- Free plan — 3 free trial scans, then AI auto-fill is locked. You can still upload receipts as files; you just have to type the details yourself.
- Premium — unlimited scans.
The remaining scan count shows on the Add Expense page so you know where you stand.
Payment source — why it matters
Pick the right payment source. This is how Reimbursable knows whether you've already used HSA dollars (HSA card) or paid out-of-pocket (so you can reimburse yourself later). Form 8889 export depends on this, so don't skip it. See "Why payment source matters" for more.
Tip
If you're catching up on a backlog of receipts, look at Bulk Add Expense instead — it lets you drop in many receipts at once. (Premium only.)
Updated on: 05/06/2026
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