Submitting expense documentation via email directly into the Concur system is a common method for streamlining the expense reporting process. This process involves sending digital images or PDF files of receipts to a designated Concur email address, allowing the system to automatically attach the documentation to the corresponding expense report. For instance, after a business lunch, the restaurant receipt, once scanned or photographed, can be emailed to the user’s dedicated Concur email address for subsequent association with the expense in the system.
The advantage of direct email submission lies in its convenience and efficiency. It eliminates the need for manual uploading of receipts through the Concur web interface or mobile application in some cases. This accelerates the expense reporting workflow, reduces the potential for lost documentation, and improves overall compliance with company expense policies. This method became increasingly prevalent with the rise of mobile devices and the digitization of business processes, offering a more seamless integration of expense reporting with daily work activities.
The following sections will detail the precise steps to successfully submit receipts via email, address common troubleshooting scenarios, and outline best practices for ensuring accurate and timely processing of expense documentation within the Concur platform.
1. Email Configuration
Email configuration forms a fundamental prerequisite for successfully submitting receipts via email to Concur. Proper configuration ensures that the system recognizes the sender and can correctly associate the attached receipt with the corresponding user’s profile and expense report. Without proper configuration, emails may be rejected or misrouted, leading to delays or failure in expense processing.
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Sender Authentication
Sender authentication involves verifying the email address sending the receipt. Concur typically requires the sending email address to be registered and validated within the user’s profile. If the email address is not recognized, the system may flag the email as potentially fraudulent and reject the attachment. For instance, if an employee attempts to submit a receipt from a personal email address that differs from the registered address in their Concur profile, the email will likely be discarded.
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Email Server Settings
Email server settings encompass parameters such as SMTP (Simple Mail Transfer Protocol) server addresses, port numbers, and security protocols (e.g., TLS/SSL). While often managed by the user’s organization’s IT department, awareness of these settings is crucial for troubleshooting. Issues like incorrect SMTP settings can prevent emails from being sent successfully, thereby halting the submission process. For example, a change in the organization’s email infrastructure might require updating the SMTP settings in the user’s email client to ensure compatibility with Concur.
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Spam Filters and Firewalls
Spam filters and firewalls can inadvertently block emails containing receipts intended for Concur. Corporate firewalls often implement strict rules to prevent malicious attachments from entering the network. It is essential to ensure that emails originating from or directed to Concur’s designated email addresses are whitelisted to bypass such filters. For example, an overly aggressive spam filter might categorize emails with PDF attachments as potential threats, hindering the transfer of legitimate expense documentation.
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Email Client Compatibility
Email client compatibility refers to the ability of the email software used by the sender to properly format and transmit emails in a manner that Concur can process. Older or non-standard email clients may introduce formatting issues that prevent Concur from correctly extracting and processing the attached receipt data. Ensuring compatibility often involves using a modern, widely-supported email client such as Microsoft Outlook or Gmail, and adhering to standard email formatting practices. For example, using a rich text format in the email body instead of plain text might cause issues with Concur’s processing of the email metadata.
In conclusion, meticulous email configuration is paramount for the successful transfer of receipts to Concur via email. Failing to address sender authentication, email server settings, spam filter interference, and email client compatibility can lead to significant obstacles in the expense reporting process. Organizations should provide clear guidelines and support to ensure employees configure their email systems appropriately, thereby streamlining the integration of expense documentation into the Concur platform.
2. Attachment Format
Attachment format constitutes a critical element in the process of emailing receipts to Concur. The system’s ability to accurately process expense documentation hinges on the compatibility and integrity of the attached files. Improper formatting can lead to rejection of the submission, necessitating manual intervention and delaying expense report processing.
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Accepted File Types
Concur typically supports a limited range of file types for receipt attachments, primarily PDF and common image formats such as JPG and PNG. Submitting receipts in unsupported formats, like proprietary document types or specialized image codecs, will likely result in the system failing to recognize or process the attachment. For example, a receipt saved as a .PSD file (Adobe Photoshop) would not be accepted, whereas the same receipt saved as a .JPG would be processed correctly. This limitation ensures consistent data handling and reduces the risk of introducing potentially malicious file types into the system.
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File Size Limitations
Concur imposes restrictions on the maximum file size of receipt attachments to optimize system performance and prevent overload. Exceeding the file size limit, which may vary depending on the specific Concur configuration and organizational policies, can result in the email being rejected outright. Large image files, especially high-resolution scans or photographs, are common culprits. For instance, a single receipt scanned at 600 DPI could easily exceed the allowable file size, whereas a lower resolution scan at 300 DPI would likely be accepted. Adhering to these limitations often requires compressing image files or splitting multi-page documents into smaller attachments.
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Image Resolution and Clarity
While using an accepted file format and remaining within the file size limit is necessary, the legibility of the receipt image is equally important. Poor image resolution, blurring, or insufficient lighting can render the receipt unreadable, hindering Concur’s ability to extract relevant information such as the date, vendor, and amount. For example, a photograph of a receipt taken in low light with a shaky hand might be deemed unusable, requiring the user to resubmit a clearer image. Optimal results are achieved with well-lit, focused images or high-quality scans that accurately capture all details on the receipt.
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Multi-Page Documents
For receipts spanning multiple pages, such as hotel bills or detailed invoices, Concur typically supports combining all pages into a single PDF document. However, if the file size limitations prevent this, splitting the document into multiple attachments may be necessary. In such cases, clearly labeling each attachment (e.g., “Hotel Bill – Page 1,” “Hotel Bill – Page 2”) is crucial for maintaining order and ensuring that all information is properly processed. Improper handling of multi-page documents can lead to incomplete expense reports and potential compliance issues.
In conclusion, selecting the appropriate attachment format, adhering to file size limitations, ensuring image clarity, and managing multi-page documents effectively are essential for successfully emailing receipts to Concur. These factors directly influence the efficiency and accuracy of the expense reporting process, minimizing the need for manual intervention and ensuring compliance with organizational policies.
3. Designated Email Address
The designated email address serves as the exclusive channel for electronic receipt submissions to Concur. Its correct usage is paramount to the successful integration of expense documentation within the Concur system. Deviation from this prescribed address will invariably result in processing failures.
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Uniqueness and User Association
Each Concur user is assigned a unique email address, typically linked to their employee profile within the system. This association ensures that emailed receipts are automatically attributed to the correct individual’s expense report. Sending receipts to any other address will prevent the system from correctly identifying the sender and linking the documentation to the appropriate account. For example, directing a receipt to a generic Concur support address, rather than the user’s specific designated address, will lead to processing errors.
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System Routing and Automation
The designated email address triggers an automated workflow within Concur. Upon receipt of an email with attachments, the system automatically extracts the attached receipts, processes them using OCR (Optical Character Recognition) technology, and associates them with the user’s available expenses. This process streamlines expense reporting by eliminating the need for manual upload and data entry. An incorrect email address bypasses this automated system, requiring manual intervention and potentially delaying reimbursement.
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Security and Data Integrity
Using a designated email address enhances security and maintains data integrity within the Concur environment. By limiting receipt submissions to a pre-approved channel, the system reduces the risk of unauthorized or fraudulent expense documentation entering the system. This controlled environment ensures that all submitted receipts are traceable and auditable. Submitting receipts through unofficial channels compromises this security and increases the potential for data breaches or errors.
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Organizational Policy Enforcement
The use of a designated email address often aligns with and enforces organizational expense policies. Companies may require all receipt submissions to occur through this channel to maintain compliance with internal controls and regulatory requirements. This standardization simplifies auditing and ensures consistency in expense reporting practices. Failure to use the designated email address could be interpreted as a violation of company policy and may result in delays or rejection of the expense report.
In summary, the designated email address is not merely a technical detail but a fundamental component of the receipt submission process within Concur. Its correct and consistent use ensures efficient automation, data integrity, adherence to organizational policies, and overall accuracy in expense reporting. Ignoring this designated channel undermines the benefits of the Concur system and introduces unnecessary complexity into the expense management process.
4. Subject Line Clarity
Subject line clarity plays a pivotal role in the effective processing of emailed receipts within the Concur system. A well-defined subject line facilitates accurate categorization and efficient workflow management, contributing directly to the overall efficiency of expense reporting.
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Automated Routing Efficiency
A descriptive subject line enables Concur’s automated systems to efficiently route the email and its attachments to the appropriate processing queue. For instance, a subject line such as “Expense Receipt – John Doe” allows the system to quickly identify the sender and link the receipt to the corresponding user profile. Conversely, a vague or empty subject line necessitates manual intervention, slowing down the processing timeline and increasing the risk of miscategorization.
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OCR Accuracy Enhancement
While Optical Character Recognition (OCR) technology extracts data from the attached receipt image, the subject line can provide contextual cues that improve the accuracy of data extraction. For example, a subject line specifying “Hotel Receipt – Marriott – [Date]” assists the OCR engine in correctly identifying the vendor and date information. Ambiguous subject lines provide no such assistance, potentially leading to errors in data interpretation.
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Prioritization and Handling Rules
Organizations may implement rules based on the content of the subject line to prioritize the processing of certain types of receipts. For example, receipts with subject lines indicating urgent or time-sensitive expenses could be given preferential treatment. A standardized and informative subject line allows for the creation and enforcement of these handling rules, ensuring that critical expenses are processed promptly. Non-compliant subject lines prevent the application of these rules, potentially causing delays in reimbursement.
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Auditing and Compliance Facilitation
Clear subject lines significantly aid in auditing and compliance efforts. A descriptive subject line provides a quick overview of the receipt’s contents, enabling auditors to efficiently verify expense claims and ensure adherence to company policies. Subject lines lacking relevant information require auditors to open and examine each attachment individually, increasing the time and effort required for compliance checks.
In conclusion, the judicious use of informative subject lines when emailing receipts directly contributes to the seamless integration of documentation within the Concur platform. It streamlines automated processes, enhances data accuracy, facilitates policy enforcement, and supports efficient auditing, thereby maximizing the return on investment in the Concur system.
5. Receipt Legibility
Receipt legibility is a fundamental prerequisite for successful expense reporting through Concur. When receipts are emailed to Concur for processing, the system relies on Optical Character Recognition (OCR) technology to extract key data such as date, vendor, and amount. Illegible receipts, whether due to poor print quality, damage, or improper scanning, impede the OCR process. This impediment results in the system’s inability to accurately capture the necessary information, necessitating manual intervention and potentially delaying reimbursement. For example, a faded thermal receipt from a taxi ride, if emailed to Concur, may be rejected outright due to the system’s failure to decipher the expense details.
The cause-and-effect relationship between receipt legibility and efficient expense reporting via email is direct. Poor legibility leads to data entry errors, time-consuming manual corrections, and potential non-compliance with expense policies. Organizations often implement guidelines specifying minimum standards for receipt image quality to mitigate these issues. These guidelines may include instructions on proper lighting during photography, recommended scanning resolutions, and acceptable file formats. Furthermore, the practical significance of understanding the importance of receipt legibility translates into tangible cost savings. Reducing the need for manual processing frees up resources within finance departments, while ensuring accurate data capture minimizes the risk of erroneous payments or fraudulent claims.
In conclusion, receipt legibility is inextricably linked to the efficiency and accuracy of the “how to email receipts to concur” process. While the technological capabilities of Concur are designed to streamline expense management, the system’s effectiveness is ultimately contingent on the quality of the input data. Ensuring that receipts are clear, complete, and readily decipherable is crucial for optimizing the benefits of Concur and maintaining a robust expense reporting framework.
6. Attachment Size Limit
The attachment size limit is a critical consideration when submitting receipts via email to Concur. Exceeding the stipulated maximum file size will invariably result in the rejection of the submission, hindering the efficient processing of expense reports. This constraint is imposed to optimize system performance, prevent server overload, and maintain overall network stability.
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Impact on Processing Speed
Large attachments consume significant bandwidth and processing resources. Concur systems are designed to handle a high volume of transactions; therefore, size limits are implemented to ensure equitable distribution of resources and to maintain acceptable processing speeds for all users. Attempting to upload an oversized attachment can slow down the system and potentially impact the experience of other users. For example, a receipt scanned at an unnecessarily high resolution may exceed the limit, delaying the processing of all submissions in the queue.
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File Compression Techniques
To circumvent attachment size limitations, users must often employ file compression techniques. Reducing the file size without sacrificing essential image quality requires careful consideration. Techniques such as compressing PDF documents, optimizing image resolution, and converting files to more efficient formats (e.g., JPG instead of BMP) can be effective. For instance, a multi-page invoice can be compressed into a single PDF file with a reduced file size, ensuring compliance with Concur’s limitations. Ignoring these techniques may lead to repeated submission failures.
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Alternative Submission Methods
When dealing with extensive documentation or high-resolution images that consistently exceed the attachment size limit, alternative submission methods may be necessary. Concur typically offers alternative channels for uploading receipts, such as a web-based interface or a mobile application. These methods often provide greater flexibility in handling large files or offer built-in compression features. For example, a user with numerous receipts might opt to upload them through the Concur website, which may have higher file size limits than the email submission channel.
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Organizational Policy Implications
Attachment size limits often reflect organizational policies related to data storage and bandwidth usage. Companies may impose strict limits to minimize storage costs and to optimize network performance for all employees. Users must be aware of these policies and adhere to the specified limits to ensure compliance. Failure to comply with these policies may result in warnings, delays in expense reimbursement, or other disciplinary actions. For example, an employee who consistently submits oversized attachments may be required to attend training on proper file handling techniques.
In conclusion, the attachment size limit is an integral aspect of submitting receipts via email. Understanding and adhering to this constraint is crucial for ensuring efficient and timely processing of expense reports. While various techniques can be employed to minimize file sizes, alternative submission methods should be considered when dealing with unusually large documentation. Compliance with organizational policies related to attachment size is also essential for maintaining a streamlined and effective expense management process.
7. Confirmation of Receipt
Within the process of submitting expense documentation to Concur via email, confirmation of receipt serves as a vital verification mechanism. It ensures that the submitted documents have been successfully transmitted and acknowledged by the system, providing assurance to the user that the expense reporting process is underway.
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Acknowledgement of Transmission
Confirmation of receipt acts as an initial acknowledgment that the email containing the receipt attachments has been successfully delivered to the designated Concur email address. This acknowledgment may take the form of an automated email reply or a status update within the Concur system itself. For example, upon sending a receipt, a user might receive an immediate automated reply stating, “Your email has been received and is being processed.” This initial confirmation mitigates concerns about email delivery failures or network issues that could prevent the receipt from reaching Concur.
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Verification of Attachment Processing
Beyond simple delivery, confirmation of receipt should ideally indicate that the attachments within the email have been successfully processed by Concur. This implies that the system has extracted the receipt images, performed OCR (Optical Character Recognition), and attempted to match the expense data with existing entries in the user’s expense report. A more detailed confirmation might state, “Your receipt for [amount] from [vendor] has been added to your expense report.” This level of verification assures the user that the core elements of the receipt have been recognized and are being incorporated into the expense reporting workflow.
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Error Reporting and Troubleshooting
In cases where the email or its attachments encounter issues during processing, confirmation of receipt should provide information about the error. This may include notifications about unsupported file formats, excessive file sizes, illegible receipt images, or problems with OCR accuracy. For instance, a user might receive an email stating, “The attached receipt could not be processed due to poor image quality. Please resubmit a clearer image.” This error reporting mechanism enables users to identify and rectify problems promptly, preventing delays in expense reimbursement.
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Audit Trail and Compliance
Confirmation of receipt contributes to a robust audit trail and strengthens compliance with expense reporting policies. The record of successful receipt and processing serves as evidence that the documentation was submitted in a timely manner and is available for review. This is particularly important for organizations subject to strict regulatory requirements or internal control procedures. The confirmation acts as a verifiable timestamp, demonstrating that the expense report is based on documented evidence.
In conclusion, the presence and nature of confirmation of receipt are integral to the process. It provides transparency, facilitates troubleshooting, and contributes to the integrity and accountability of the overall expense management workflow. The absence of proper confirmation mechanisms undermines the user’s confidence in the system and increases the risk of errors and delays.
Frequently Asked Questions
This section addresses common inquiries regarding the process of emailing receipts to Concur, providing clarity on procedures, troubleshooting, and best practices.
Question 1: What is the designated email address for submitting receipts to Concur?
The designated email address is unique to each user and is typically found within the Concur profile settings. It is imperative to use this specific address to ensure proper routing and processing of expense documentation. Sending receipts to alternative addresses will result in processing failures.
Question 2: What file formats are supported for receipt attachments when emailing to Concur?
Concur generally supports PDF and common image formats such as JPG and PNG. Submitting receipts in unsupported formats may lead to rejection. It is advisable to convert receipts to one of the supported formats before emailing.
Question 3: Is there a maximum file size limit for receipt attachments sent via email to Concur?
Yes, Concur imposes a maximum file size limit to optimize system performance. Exceeding this limit will result in the rejection of the email. The specific limit may vary depending on organizational policy; therefore, it is recommended to consult with the relevant department for clarification.
Question 4: What information should be included in the subject line when emailing receipts to Concur?
The subject line should provide a concise description of the attachment, such as “Expense Receipt – [Employee Name] – [Date].” This facilitates efficient processing and categorization. Vague or empty subject lines may result in delays or misrouting.
Question 5: What steps can be taken to ensure receipt legibility when submitting via email to Concur?
Receipts should be scanned or photographed in a well-lit environment with sufficient resolution to ensure clarity. Damaged or faded receipts may require additional processing or may be rejected outright. It is recommended to retain original receipts in case further verification is required.
Question 6: How does one confirm that a receipt submitted via email has been successfully processed by Concur?
Upon successful processing, Concur typically sends a confirmation email acknowledging receipt of the documentation. The absence of this confirmation may indicate an issue with the submission, requiring further investigation or resubmission.
In summary, adherence to specified guidelines regarding email address usage, file formats, size limits, subject line clarity, receipt legibility, and confirmation protocols is crucial for successful expense reporting via email within the Concur system.
The following section will outline troubleshooting steps for common issues encountered during the submission process.
Tips for “How to Email Receipts to Concur”
Adhering to specific guidelines ensures efficient expense reporting within the Concur platform. The following tips aim to optimize the process of emailing receipts for seamless integration into the system.
Tip 1: Utilize the Correct Designated Email Address: Each user has a unique Concur-assigned email address. Submitting receipts to any other address prevents proper processing. Verify the designated address within the Concur profile settings.
Tip 2: Employ Supported File Formats: Concur accepts PDF, JPG, and PNG formats for receipt attachments. Non-supported formats will be rejected. Convert documents to a compatible format before submission to avoid processing errors.
Tip 3: Adhere to File Size Limitations: Attachment size limits are enforced to maintain system performance. Oversized files will be rejected. Compress files or use alternative submission methods for large documents.
Tip 4: Craft Clear Subject Lines: Descriptive subject lines, such as “Expense Receipt – [Employee Name] – [Date],” facilitate efficient processing. Avoid vague or empty subject lines that may cause delays.
Tip 5: Ensure Receipt Legibility: Receipts must be clear and legible for accurate data extraction. Scan or photograph receipts in well-lit conditions. Illegible receipts will hinder processing and may require resubmission.
Tip 6: Submit Receipts Promptly: Timely submission ensures accurate expense reporting. Delaying receipt submissions may result in missed deadlines or policy violations. Establish a routine for regular submission of expense documentation.
Tip 7: Review Email Configuration: Ensure the sending email address is authorized within the Concur profile. Authentication failures prevent successful receipt processing. Maintain up-to-date email settings for optimal performance.
By following these tips, the submission process is streamlined, leading to reduced errors, faster processing times, and improved compliance with expense reporting policies.
This information concludes the practical guidelines for successfully emailing receipts to Concur.
Conclusion
The process of emailing receipts to Concur is a standardized procedure for expense reporting that, when executed correctly, streamlines financial workflows and ensures data accuracy. Successful submission depends on adherence to established protocols regarding designated email addresses, attachment formats, file size limitations, subject line clarity, and receipt legibility. Failure to comply with these specifications may impede processing and necessitate manual intervention.
Organizations should prioritize clear communication of these guidelines to employees to promote efficient expense management and minimize processing delays. Continuous evaluation and adaptation of these procedures may be warranted to optimize integration with evolving Concur system functionalities and to address emerging technological advancements in expense reporting. Regular audits and feedback mechanisms will further refine the overall process, ensuring long-term efficiency and compliance.
