Submitting Expenses via Slack

#Setting Up Slack Integration

#Installation

1. Navigate to Settings > Integrations > Slack
2. Click Connect Slack Workspace
3. Follow OAuth flow to authorize Light in your Slack workspace
4. Select the Slack workspace to integrate
5. Light bot is installed and ready to use

#Configuration

After installation, configure:

1. Select channels where expense bot should be active:

   • Personal DMs (employees can DM bot privately)
   • #expenses channel (for team submissions)
   • Department channels

2. Set notifications: How and when to notify about approvals

3. Enable AI auto-processing: Automatically extract or require manual review

4. Click Save

#Submitting an Expense via Slack

#Direct Message to Light Bot

Fastest method for simple receipts:

1. Open Slack and find the Light (or Expenses) bot

2. Click New Expense or type /expense

3. A modal appears to enter details:

   • Amount (optional if uploading receipt)
   • Category: Select from dropdown (Travel, Meals, etc.)
   • Description: What was purchased
   • Date: When expense occurred

4. Click Add Receipt to attach image/PDF

5. Click Submit

Light processes the receipt and sends you a link to review extracted data.

#Posting Receipt in Channel

Submit receipt in #expenses or project channel:

1. In Slack, upload receipt image or PDF (using file upload button)
2. Reply to the message with: "Hey Light, process this expense"
3. Light bot responds asking for category and description
4. Enter category and notes in the thread
5. Light acknowledges and processes

#Forwarding Email Receipts

Forward email receipts to Light's Slack:

1. In email, use the "Forward to Slack" action (if available)
2. Forward to Light's email integration address: expenses@light-slack.company.com
3. Light captures the email and sends Slack notification
4. Click notification link to verify and submit

#Reviewing Extracted Data

After submitting, Light processes the receipt and sends you a message:

"I found the following receipt details. Does this look right?"

The message shows:

• Merchant Name: Where you shopped
• Date: When purchase occurred
• Amount: How much was spent
• Category: Suggested category

#Confirming or Correcting

If correct:

1. Click Looks Good or react with ✓
2. Expense is submitted for approval
3. You'll be notified when manager approves

If something is wrong:

1. Click Edit or Need to Fix

2. Light shows a modal to correct:

   • Merchant name
   • Amount
   • Date
   • Category
   • Add notes

3. Click Fixed to resubmit

#Adding Receipt Notes

Add context to help manager with approval:

1. After confirming details, click Add Notes

2. Describe the expense:

   • "Client dinner with Acme Corp team"
   • "Team office supplies for Q1 planning"
   • "Flight to SF for customer visit"

3. Click Save

Notes are visible to manager when reviewing.

#Tracking Reimbursement Status

After submitting, Light sends status updates:

1. Submitted Notification: "Your expense for $X has been submitted to [Manager Name]"
2. Approval Notification: "[Manager Name] approved your $X expense"
3. Reimbursement Notification: "Your reimbursement of $X is being processed"
4. Payment Notification: "Reimbursement of $X was paid to your account"

Click notifications to see more details.

#Checking Status in Slack

Ask Light for your expense status:

1. Type /expense status in Slack

2. Light responds with list of your recent expenses:

   • Pending approval
   • Approved but not paid
   • Paid
   • Rejected

3. Click any expense to see full details (amount, date, approval notes)

#Batch Submitting Multiple Receipts

Submit multiple expenses at once:

1. In Slack, click New Expense
2. Instead of uploading one receipt, select Upload Multiple
3. Click Add Receipt multiple times to add several receipts
4. Fill in details for first receipt
5. Click Next to go to next receipt
6. Fill in details for each
7. Click Submit All

Light processes all receipts together and sends one confirmation.

#Sharing Expenses with Team

For team expenses (shared meal, supplies):

1. Submit the expense normally

2. In the extraction confirmation, click Share with Team

3. Select teammates to split the cost:

   • Click checkboxes to select people
   • Light shows split amount for each person

4. Click Confirm Split

Each team member is notified of their share; splits are tracked for reimbursement.

Tip: For team dinners, one person submits the receipt and it's automatically split among attendees.

#Receipt Photo Tips

For best AI extraction results:

1. Good Lighting: Take photo in bright area (natural light best)
2. Full Receipt: Include entire receipt in frame, not just part
3. Flat Surface: Place receipt flat before photographing (not at angle)
4. Focus: Focus camera on receipt before snapping
5. Landscape: Take photo in landscape orientation
6. Recent: Use receipts within a few weeks (ink doesn't fade)

Light's mobile app includes a guide with visual examples.

#Common Issues and Troubleshooting

#Extraction Didn't Work

If Light couldn't read the receipt:

1. Light sends message: "I couldn't read this receipt clearly. Can you help?"

2. Options:

   • Retake Photo: Take a better photo of same receipt
   • Manual Entry: Manually enter amount, merchant, date
   • Ask Later: Try resubmitting later

3. Select option and proceed

#Receipt Image Too Blurry

1. Light indicates extraction was low confidence
2. Click Retake Photo
3. Use tips above for better photo
4. Resubmit

#Wrong Category Suggested

1. In the confirmation, click Edit
2. Change category to correct one
3. Light learns from correction (future similar receipts improve)
4. Click Fixed to resubmit

#Slack Slash Commands

Quick commands available in Slack:

• /expense - Start new expense submission
• /expense status - Check your expense status
• /expense recent - Show last 5 submissions
• /expense help - Show available commands

Type the command in any channel where Light bot is active.

#Privacy and Security

Your expense submissions in Slack:

• Encrypted: Receipts are encrypted in transit and at rest
• Private: Only you and your manager can see your expenses
• Compliant: GDPR and SOC 2 compliant
• No Storage: Receipt photos are deleted after processing (only metadata retained)

#Related Articles

• Submitting expenses via Teams
• Submitting expenses via email
• Mobile receipt capture
• Expense management overview