Submitting documentation of incurred expenses via email directly to Concur, a popular expense management system, streamlines the reporting process. This functionality allows users to forward digital receipts or scans of physical receipts to a designated Concur email address, automatically initiating the process of associating the expense with the relevant account. For example, a user receiving an emailed invoice for a hotel stay can forward that email directly to their company’s Concur email address, initiating expense creation within the system.
This method simplifies expense tracking and reduces manual data entry. By automating the receipt submission, it helps improve accuracy, accelerates reimbursement timelines, and provides a centralized repository for all expense-related documents. The ability to instantly capture receipts electronically helps organizations maintain compliance and streamline auditing procedures. The adoption of such systems grew alongside the rise of cloud-based solutions and the need for more efficient expense management in the modern business environment.
The following sections will detail the specific steps for correctly formatting and sending emails to Concur, potential error scenarios, and best practices for optimizing this method of expense submission.
1. Correct email address
The accuracy of the email address is paramount when forwarding receipts to Concur. This address serves as the designated point of entry for expense data into the Concur system. Sending information to an incorrect or outdated address results in the failure of the expense report creation process. This failure can lead to delayed reimbursements, lost expense data, and increased administrative overhead. For instance, if an employee uses a previous, inactive Concur email address, the receipt remains unprocessed, requiring manual intervention to rectify the situation. Companies usually have a dedicated IT or finance department to provide the appropriate email address.
The correct address is often unique to the company and configured during the Concur implementation process. It’s not a generic Concur email; rather, it’s a customized address associated with the organization’s specific Concur instance. A practical example is `expenses@yourcompany.concursolutions.com`. The correct email address acts as an identifier, linking the incoming receipt data to the relevant company’s account and user profile within Concur. Any deviation from this address prevents successful data transmission.
Verification of the correct email address with internal resources, such as the finance department or internal knowledge base, is crucial prior to submitting any expense receipts. Ensuring accuracy from the outset mitigates the risk of submission errors and contributes to a seamless expense reporting workflow. The failure to send the receipt to the correct email address acts as a complete barrier to using the email-based submission process to Concur.
2. Acceptable file formats
The successful submission of receipts to Concur via email hinges significantly on the use of appropriate file formats. Concur’s system is designed to process specific types of attachments, and non-compliance will result in rejection or processing errors, hindering the expense reporting workflow.
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Image Files (JPEG, PNG)
JPEG and PNG are common image formats widely accepted by Concur. These formats allow users to submit photographs or scans of physical receipts. The clarity and readability of the image are crucial; a blurry or poorly lit image may result in data extraction errors or rejection. For example, a restaurant bill photographed using a smartphone can be submitted as a JPEG file, provided the text is legible.
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PDF Documents
PDF is another widely accepted format, particularly suitable for emailed receipts or digital invoices. PDFs preserve the original formatting and are generally smaller in file size than other document formats, making them efficient for transmission. A hotel confirmation email saved as a PDF can be directly forwarded to Concur. However, password-protected PDFs or those with printing restrictions may not be processed.
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File Format Restrictions
Concur will generally reject certain file types due to security concerns or compatibility issues. Executable files (.exe), ZIP archives, or less common image formats (e.g., TIFF) are typically not accepted. Attempting to submit these formats will prevent successful processing of the receipt. For example, submitting a receipt contained within a password-protected ZIP file will lead to rejection.
Selecting the correct file format ensures the receipt is processed efficiently by Concur. Adherence to the system’s supported formats is a fundamental step in the email-based expense reporting process, preventing delays and maintaining data integrity.
3. Attachment size limits
Attachment size limits represent a critical parameter in the context of electronic receipt submission to Concur. These limits, imposed by the Concur system and often further restricted by corporate IT policies, dictate the maximum allowable file size for attachments sent via email. Exceeding these limits directly impedes the successful transmission and processing of receipts, thus hindering the expense reporting workflow. The inability to submit a receipt due to its file size effectively negates the benefits of streamlined email submission. For instance, a high-resolution scan of a multi-page invoice, while offering enhanced clarity, might exceed the size limit, preventing its submission and necessitating alternative methods like manual entry or file compression.
These limitations stem from technical considerations aimed at maintaining system performance, preventing server overload, and mitigating potential security risks. Large attachments consume significant bandwidth during transmission and require more processing power upon receipt. Consequently, organizations implement size restrictions to optimize resource allocation and ensure efficient operation of the Concur platform. Consider the scenario where numerous employees simultaneously submit large receipt attachments; the resulting strain on the system could lead to processing delays for all users. Attachment size limits are, therefore, a proactive measure to safeguard the overall stability and responsiveness of the expense management system.
Understanding and adhering to attachment size limits is essential for effective utilization of the email-based receipt submission feature. Employees must be cognizant of these limitations and employ strategies such as compressing image files or splitting multi-page documents to comply with the prescribed parameters. Failure to do so will result in submission failures and necessitate alternative, often more time-consuming, methods of expense reporting. A crucial step in the process is understanding that the attachment size limitation is a fundamental component of submitting documentation in this way.
4. Subject line content
The subject line of an email containing receipts for Concur serves as a crucial identifier, dictating how the system processes and categorizes the attached documentation. The subject line content directly affects the automation of expense report creation. Without a properly formatted or recognizable subject line, the Concur system might fail to associate the receipt with the correct user, expense report, or expense type. For example, if an employee intends to attach a hotel receipt and the subject line is left blank or contains irrelevant information, the system will likely require manual intervention to process the expense, thereby diminishing the efficiency gains sought by utilizing the email submission method.
The specific requirements for subject line content vary across organizations, with many companies defining specific keywords or formatting conventions to ensure proper processing. Some may require the employee’s name, employee ID, or a brief description of the expense. For instance, a subject line might be structured as “EmployeeID-HotelReceipt-ConferenceName.” Concur uses these markers to automatically extract relevant information and populate the expense report fields. The absence of these required identifiers will create exceptions in processing that necessitate manual intervention from either the employee or from within the financial administration team.
In conclusion, the subject line is not merely a cosmetic element; it is an integral component of the email submission process. A clear, accurate, and properly formatted subject line ensures the smooth and automated transfer of receipt data to the Concur system. Neglecting this aspect introduces processing errors and necessitates manual handling, thereby undermining the efficiency gains associated with the automated expense reporting process. Adhering to the specific requirements established by the organization regarding subject line content is, therefore, paramount for users submitting receipts through email.
5. Authentication method
The authentication method constitutes a foundational security layer when transmitting expense receipts to Concur via email. It verifies the sender’s identity, ensuring that the email and attached documentation originate from an authorized user within the organization. The absence of proper authentication mechanisms introduces significant security vulnerabilities, potentially allowing unauthorized individuals to submit fraudulent expenses or access sensitive financial data. Consider a scenario where an email containing a fabricated receipt is sent to the Concur email address without authentication. The system would be unable to verify the sender’s identity, leading to the potential processing of an illegitimate expense claim. Therefore, a robust authentication process is paramount to maintaining the integrity and security of the expense management system.
Common authentication methods employed include verifying the sender’s email address against a list of approved employee email addresses within the Concur system. Only emails originating from these pre-approved addresses are accepted for processing. Some organizations might implement more advanced authentication protocols, such as requiring digital signatures or utilizing multi-factor authentication for email submissions. For instance, an employee might need to enter a one-time password (OTP) generated by an authenticator app in the email subject line to validate their identity. This added layer of security significantly reduces the risk of unauthorized access. Furthermore, any email failing the authentication check is automatically rejected, triggering an alert for security personnel to investigate the potentially fraudulent activity.
In conclusion, the authentication method is an indispensable component of the email-based receipt submission process for Concur. It safeguards the system against unauthorized access and fraudulent activities by verifying the sender’s identity. The adoption of strong authentication protocols, such as email address validation and multi-factor authentication, ensures the integrity and security of expense data. This security layer directly contributes to the overall trustworthiness and reliability of the automated expense reporting system, minimizing the risk of financial losses and maintaining compliance with regulatory requirements.
6. Receipt image clarity
Receipt image clarity is a critical factor influencing the efficiency and accuracy of electronic expense reporting when utilizing email submission to Concur. The legibility of the image directly impacts the system’s ability to extract pertinent data, automate expense creation, and minimize manual intervention. A blurry, distorted, or incomplete image renders the submission process ineffective, negating the advantages of direct email integration with Concur.
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Data Extraction Accuracy
High-resolution and well-lit receipt images allow Concur’s optical character recognition (OCR) technology to accurately extract key information, such as vendor name, date, amount, and currency. Conversely, poor image quality can lead to misinterpretations and incorrect data entry, resulting in errors in expense reports and potential delays in reimbursement. For example, if the amount on a receipt is smudged or partially obscured, the OCR may fail to recognize the correct value, leading to incorrect expense categorization.
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Reduced Manual Intervention
When receipt images are clear, the automated data extraction process is more reliable, reducing the need for manual review and correction by employees or finance personnel. This translates to significant time savings and improved operational efficiency. If a large percentage of submitted receipts require manual intervention due to poor image quality, the benefits of using email submission for Concur are significantly diminished.
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Compliance and Auditability
Clear receipt images are essential for maintaining compliance with internal policies and external regulations. They provide an auditable record of expenses, allowing finance teams and auditors to verify the legitimacy of claims. A faded or illegible receipt raises concerns about its authenticity and may trigger further investigation, potentially leading to disallowance of the expense. Consider a scenario where a regulatory audit requires verification of expense reports; the availability of clear and complete receipt images is crucial for demonstrating compliance.
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System Processing Efficiency
Concur’s system processes clear images more efficiently than those with poor quality. This efficiency results in faster turnaround times for expense report processing and reimbursement. When the system struggles to interpret unclear images, it consumes more resources, potentially slowing down the overall expense reporting process. Optimized image quality contributes directly to a smoother and more streamlined expense management workflow.
In essence, the quality of receipt images directly correlates with the effectiveness of email integration with Concur. Clear and legible images maximize the benefits of automation, reduce manual effort, enhance compliance, and contribute to a more efficient expense reporting process. Therefore, attention to image quality is paramount for organizations seeking to optimize their expense management workflows using email submission to Concur.
7. Timely submission
Timely submission of receipts is intrinsically linked to the efficiency and effectiveness of the email-based receipt submission process to Concur. This aspect directly impacts the ability of employees to manage their expenses, the organization to maintain accurate financial records, and the finance department to process reimbursements promptly.
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Adherence to Reporting Deadlines
Organizations typically establish deadlines for submitting expense reports to ensure accurate financial reporting and efficient budget management. Submitting receipts via email to Concur in a timely manner enables employees to meet these deadlines, preventing delays in processing and potential penalties for late submissions. For example, failure to submit receipts by the monthly close date could result in the expense not being included in that period’s financial statements. This delay can skew budget reports and hinder accurate financial analysis. Submitting receipts promptly after an expense is incurred guarantees that the expense makes its way into the expense reports before deadlines.
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Minimizing Data Loss and Errors
Delaying the submission of receipts increases the risk of losing documentation or forgetting important details related to the expense. Submitting receipts promptly via email to Concur ensures that the information is captured and stored securely within the system, reducing the likelihood of errors or omissions. Consider the scenario where an employee waits several weeks to submit a stack of receipts; they may forget the purpose of each expense or misplace the documentation altogether. Timely submission mitigates these risks by creating a near real-time record of expenses.
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Accelerating Reimbursement Cycles
Timely submission of receipts directly impacts the speed at which employees are reimbursed for their out-of-pocket expenses. By submitting receipts via email to Concur promptly, employees ensure that their expense reports are processed quickly, leading to faster reimbursement cycles. Delays in submission can result in employees waiting longer to receive their funds, potentially creating financial strain. For example, an employee who promptly submits a travel expense report can expect to receive reimbursement within the company’s standard processing time, while an employee who delays submission may experience significant delays.
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Improving Compliance and Audit Readiness
Submitting receipts via email to Concur in a timely manner contributes to improved compliance with internal expense policies and external regulatory requirements. It provides an auditable record of expenses, demonstrating that claims were submitted and approved within the prescribed timeframes. Delays in submission can raise concerns about the legitimacy of expenses and may trigger increased scrutiny during audits. Regular and prompt submission establishes a clear and transparent audit trail, ensuring accountability and minimizing the risk of non-compliance.
In conclusion, the timely submission of receipts through email to Concur is not merely a procedural detail; it is a cornerstone of effective expense management. It directly influences financial accuracy, employee satisfaction, and regulatory compliance. Encouraging a culture of prompt submission optimizes the benefits of the email-based receipt capture process, streamlining expense reporting and reinforcing responsible financial management practices.
8. Company-specific policies
The process of submitting receipts to Concur via email is fundamentally governed by company-specific policies. These policies dictate acceptable procedures, formats, and protocols necessary for successful integration with an organization’s Concur implementation. Failure to adhere to these guidelines directly impacts the efficacy of email-based receipt submission. For instance, an organization may stipulate a specific naming convention for attached files or require a designated keyword in the email subject line. Non-compliance with these stipulations can result in rejection of the submission or manual processing, thereby negating the time-saving benefits of the automated system. The implementation of company-specific policies acts as a filter, ensuring only appropriately formatted and authenticated data enters the Concur system, maintaining data integrity and consistency across expense reports.
The practical application of company-specific policies extends beyond mere formatting requirements. These policies often address crucial aspects such as expense categorization, approval workflows, and compliance with regulatory mandates. For example, a company operating in a highly regulated industry might impose stringent documentation requirements for certain expense types, such as travel or entertainment. These requirements are reflected in the organization’s Concur configuration, which in turn affects the email submission process. If a submitted receipt lacks the necessary information, the system may automatically flag it for review or reject it outright. Another example can be the policy on what kind of receipt acceptable. Some organizations might not accept photo of the printed-out online receipt and they might require original receipt. Furthermore, they might have policies regarding maximum amount per receipt or per category.
In conclusion, company-specific policies represent a critical component of the “how to email a receipt to Concur” process. These policies shape the entire workflow, from initial receipt capture to final reimbursement. While the underlying Concur system provides the technical infrastructure, it is the organization’s policies that determine how the system is utilized and how data is managed. Understanding and adhering to these policies is essential for employees seeking to streamline their expense reporting and for organizations aiming to maintain accurate financial records and ensure regulatory compliance.
9. Confirmation receipt
Upon submitting receipts to Concur via email, a confirmation receipt serves as a critical verification mechanism. This acknowledgement, often an automated email response from the Concur system, validates that the submission was received and is undergoing processing. Its absence signals potential transmission errors or system failures, warranting further investigation.
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Verification of Successful Submission
The primary function of a confirmation receipt is to provide assurance that the email containing the receipt attachment reached its intended destination within the Concur system. It acts as proof of delivery, similar to a delivery receipt for postal mail. For example, if an employee forwards a hotel bill to the designated Concur email address and receives a confirmation email shortly thereafter, the employee can reasonably assume that the receipt has been successfully submitted for processing. The confirmation provides an initial layer of accountability and reduces uncertainty regarding the status of the expense report component.
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Troubleshooting Mechanism
Conversely, the failure to receive a confirmation receipt within a reasonable timeframe (e.g., within a few minutes or hours, depending on system load) indicates a potential problem. This absence prompts the employee to investigate possible causes, such as an incorrect email address, an attachment that exceeds the size limit, or a temporary system outage. For instance, if an employee does not receive a confirmation after several hours, they should verify the accuracy of the Concur email address and resend the receipt, potentially after compressing the file size. The lack of confirmation, therefore, serves as a trigger for corrective action, preventing delays and ensuring that the expense is eventually processed.
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Content and Information Validation
Confirmation receipts often contain basic information extracted from the submitted receipt, such as the date, amount, and vendor name. This allows the sender to verify the accuracy of the data captured by the Concur system’s OCR technology. Discrepancies between the information on the receipt and the details displayed in the confirmation message can alert the employee to potential data extraction errors. If, for example, the confirmation receipt displays an incorrect amount for a restaurant bill, the employee can correct the information within Concur before submitting the expense report for approval. This validation step enhances the accuracy of the expense reporting process and minimizes the risk of reimbursement errors.
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Record Keeping and Audit Trail
The confirmation receipt acts as a valuable record for both the employee and the organization. It provides documented proof of submission, which can be useful during audits or in the event of disputes regarding expense claims. Storing these confirmation receipts alongside the original documentation creates a robust audit trail, demonstrating due diligence and facilitating compliance with internal policies and external regulations. In the event of a system malfunction or data loss, the confirmation receipt serves as evidence that the receipt was properly submitted, enabling the organization to reconstruct the expense report and ensure timely reimbursement.
The confirmation receipt is an integral component of the email-based receipt submission workflow in Concur. It provides essential feedback, enabling employees to verify successful submission, troubleshoot potential issues, and validate the accuracy of extracted data. Its role extends beyond mere acknowledgement, contributing significantly to the efficiency, accuracy, and auditability of the expense reporting process. The existence of confirmation receipt email validates the first process after “how to email a receipt to concur”.
Frequently Asked Questions
This section addresses common inquiries regarding the process of submitting receipts to Concur via email, providing clarity on crucial aspects and potential challenges.
Question 1: What is the designated email address for sending receipts to Concur?
The designated email address is not a generic Concur address; it is specific to the organization. This address is typically configured during the Concur implementation process. Contact the organization’s finance department or IT support for the correct address.
Question 2: What file formats are acceptable for emailed receipt attachments?
Concur generally accepts JPEG, PNG, and PDF file formats. Other formats, such as executable files (.exe) or ZIP archives, are typically rejected due to security concerns. Ensure that attached documents are not password-protected.
Question 3: Are there limitations on attachment file size?
Yes, Concur imposes limitations on attachment file size. The specific limit may vary depending on the organization’s configuration. Large attachments can be compressed or split into multiple emails, as needed, to comply with the size restrictions.
Question 4: What information should be included in the email subject line?
The required information in the subject line varies depending on the organization’s policies. Some organizations may require specific keywords, employee ID numbers, or a brief description of the expense. Consult internal expense reporting guidelines for the correct format.
Question 5: How does the Concur system authenticate the sender of an email?
Concur typically authenticates the sender by verifying the email address against a list of approved employee email addresses. Emails originating from unauthorized addresses may be rejected. Some organizations may employ more advanced authentication methods, such as digital signatures or multi-factor authentication.
Question 6: What if a confirmation email is not received after submitting a receipt?
The absence of a confirmation email suggests a potential transmission problem. Verify the accuracy of the email address, check the attachment size, and resend the receipt. If the issue persists, contact the organization’s IT support for assistance.
Adherence to these guidelines optimizes the efficiency of submitting receipts to Concur via email, ensuring accurate data capture and timely processing.
The following section will provide guidance on troubleshooting common errors encountered during the email submission process.
Optimizing the Electronic Submission of Receipts
The following points highlight key strategies for enhancing the efficiency and accuracy of submitting receipts via email to Concur.
Tip 1: Verify the Destination Address. Ensure the designated Concur email address is accurate. Confirm the address with the finance department or internal knowledge base before submitting any documentation. An incorrect address will prevent processing.
Tip 2: Adhere to Approved File Formats. Concur accepts specific file formats, primarily JPEG, PNG, and PDF. Submit receipts only in these formats to avoid rejection. Other formats, such as executable files, are typically blocked for security reasons.
Tip 3: Respect Attachment Size Limitations. Adhere to any size limitations imposed by the company or Concur. Large files can be compressed or divided into multiple emails if necessary. Overly large attachments may cause processing errors or delays.
Tip 4: Clarify Image Resolution. When submitting image files, ensure the receipt is clear and legible. Poor image quality can lead to data extraction errors and manual intervention. Use sufficient lighting when photographing physical receipts.
Tip 5: Use Informative Subject Lines. Populate the subject line with relevant details according to the organizations policy. Include the employee ID, expense type, or relevant descriptors. This helps Concur categorize and process the receipt efficiently.
Tip 6: Retain Confirmation Records. Maintain a record of confirmation receipts received from Concur. These confirmations serve as proof of submission and can be useful for tracking and auditing purposes. Absence of a confirmation warrants further investigation.
Tip 7: Submit Documentation Promptly. Submit receipts soon after the expense is incurred to avoid delays and potential loss of documentation. Meeting submission deadlines ensures timely processing and reimbursement.
Implementing these guidelines optimizes the email-based receipt submission process, enhancing both accuracy and efficiency for all stakeholders.
These tips provide a practical foundation for organizations seeking to streamline their expense management workflows.
Conclusion
The preceding discussion explored the methodology of how to email a receipt to Concur, delineating the necessary steps and critical considerations for effective utilization of this process. Key points included the importance of the correct email address, acceptable file formats, adherence to attachment size limits, accurate subject line content, and verification of authentication methods. Further emphasis was placed on receipt image clarity, the necessity of timely submission, compliance with company-specific policies, and the significance of the confirmation receipt.
The ability to email a receipt to Concur represents a streamlined approach to expense management, contingent upon strict adherence to outlined protocols. Organizations should prioritize clear communication of these guidelines to ensure employees can effectively leverage this functionality, thereby maximizing efficiency and minimizing errors within the expense reporting process. Continuous monitoring and adaptation of these processes remain crucial for maintaining optimal performance and adapting to evolving organizational needs.
