Mobile Receipt Capture

#Getting Started with Mobile

#Downloading the App

1. Open Apple App Store or Google Play Store
2. Search for "Light Expenses"
3. Install Light - Expense Management
4. Open app and sign in with company credentials
5. App requests permissions (camera, photo library, notifications)
6. Grant permissions
7. App is ready to use

#Initial Setup

First time opening app:

1. Sign in with email and password
2. Or use SSO (single sign-on) if your company uses it
3. App shows onboarding tour explaining features
4. Optional: Upload profile photo
5. Set notification preferences
6. Ready to submit expenses

#Capturing a Receipt

#Using In-App Camera

1. Open Light app

2. Tap Submit Expense or + icon

3. Choose Take Photo

4. Phone camera opens with guidance:

   • Focus box: Center receipt in this box
   • Lighting indicator: Shows if lighting is good
   • Angle guide: Helps align receipt straight

5. Frame receipt and tap Capture

6. Photo preview shows

7. Tap Use This Photo to proceed (or Retake for better photo)

Tip: Use Light's in-app camera instead of native camera. Light includes guidance and preprocessing for better extraction.

#Uploading from Library

Use existing receipt photos:

1. Tap Submit Expense
2. Choose Upload from Library
3. Browse to receipt photo
4. Select and tap Use
5. Photo is loaded and processed

Good for receipts photographed earlier or forwarded by others.

#AI Receipt Extraction on Mobile

After capturing or uploading, Light processes on device:

1. Light analyzes photo locally (on your phone) for privacy

2. Takes 3-10 seconds depending on image complexity

3. Shows progress indicator: "Analyzing receipt..."

4. When complete, shows Extraction Preview:

   • Merchant: Shop or restaurant name
   • Amount: Total cost
   • Date: Purchase date
   • Items: What was purchased (if visible)

5. Buttons: Looks Good or Edit Details

#Low-Quality Detection

If photo quality is poor:

1. Light indicates: "Receipt is hard to read. Better photo?"

2. Options:

   • Retake: Take better photo
   • Manual Entry: Type details yourself
   • Use Anyway: Proceed with low-confidence extraction

3. Choose option

Retaking usually improves accuracy significantly.

#Confirming and Editing Details

#Confirming Correct Extraction

If extracted details are accurate:

1. Review the data in preview
2. Tap Looks Good or ✓
3. Light moves to categorization screen

#Editing Extraction

If details need correction:

1. Tap Edit Details or Edit

2. Screen shows editable fields:

   • Merchant Name: Tap to correct (suggestions appear)
   • Amount: Tap to change
   • Date: Tap to pick correct date
   • Items: Tap to see or edit extracted line items

3. Tap field to edit

4. Light shows suggestions or lets you type

5. Tap Save or Done

#Selecting Category and Details

#Choosing Expense Category

1. Light shows category selection screen

2. Tap category (e.g., Travel, Meals, Office Supplies)

3. Categories show:

   • Icon
   • Name
   • Description of what's included
   • Spending limit (if applicable)

4. Tap to select

Light pre-selects based on merchant (e.g., airline → Travel) but you can override.

#Adding Description and Notes

1. Tap Description field

2. Enter what the expense was for:

   • "Flight to customer site in SF"
   • "Team lunch planning meeting"
   • "Office supplies for Q1"

3. Tap Notes to add additional context:

   • "Pre-approved by manager"
   • "Shared with 3 team members"
   • "Client code: 12345"

4. Tap Continue when done

#Splitting Expenses

For expenses shared with others:

1. After selecting category, tap Split with Others

2. Search for teammates by name or email

3. Select people to split with (checkboxes)

4. Light shows calculated split:

   • Original amount
   • Number of people
   • Amount per person

5. Tap Confirm Split

6. Each person gets notified of their share

#Cost Center and Project Assignment

Assign expense to department or project:

1. Tap Cost Center or Project

2. Search or select from list:

   • Engineering
   • Marketing
   • Sales
   • Project A
   • Etc.

3. Tap to select

4. Appears on expense for approval and accounting

#Submitting the Expense

When ready to submit:

1. Review all details on summary screen:

   • Receipt photo
   • Merchant, amount, date
   • Category
   • Description
   • Notes

2. Tap Submit Expense

3. Light shows confirmation: "Expense submitted to [Manager Name]"

4. You're returned to home screen

5. Submitted expenses appear in Pending Approval list

#Tracking Expense Status on Mobile

#Status Dashboard

1. Open Light app home screen
2. View Quick Stats:
   • Pending approval (waiting for manager)
   • Approved but not paid
   • Recently paid
   • Total this month

#Expense List

1. Tap My Expenses or Expenses

2. View all your expenses organized by:

   • Status (tabs at top)
   • Date (newest first)
   • Category (if viewing by category)

3. Tap any expense to see:

   • Full receipt photo
   • All extracted details
   • Approval status
   • Manager notes

#Notifications on Mobile

Receive push notifications for:

• Submitted Confirmation: "Your $X expense was submitted"
• Approval Status: "Your expense was approved/rejected"
• Payment Status: "Reimbursement of $X is processing"
• Manager Requests: "Clarification needed on your expense"

#Notification Settings

Control notification preferences:

1. Open app Settings

2. Navigate to Notifications

3. Toggle notification types:

   • Expense submitted
   • Approval received
   • Payment processed
   • Manager requests

4. Set Quiet Hours: No notifications during certain times

5. Save settings

#Photo Tips for Best Results

#Lighting

• Natural light: Best (avoid shadows)
• Bright area: Indoors or outdoors in daylight
• Avoid glare: Angle receipt to avoid phone flash reflection

#Receipt Position

• Centered: Receipt in center of frame
• Straight: Not at an angle
• Full receipt: Entire receipt visible, nothing cropped
• Close-up: Receipt fills most of frame, but not cut off

#Phone Technique

• Steady hand: Use both hands or lean phone against something
• Focus: Wait for auto-focus to lock (usually 1-2 seconds)
• Distance: 6-12 inches from receipt (test to find sweet spot)

Light's in-app guidance shows examples of good/bad positions.

#Batch Submission

Submit multiple receipts quickly:

1. Open app
2. Tap Submit Expense
3. Capture first receipt, confirm details, tap Submit
4. App returns to home screen
5. Immediately, tap Submit Expense again
6. Capture second receipt
7. Repeat for all receipts

Submitting multiple in quick succession is efficient while traveling.

#Troubleshooting Mobile Issues

#Camera Won't Open

1. Check Settings > Permissions
2. Ensure Camera permission is granted to Light
3. Restart app
4. If persists, uninstall/reinstall app

#Low Extraction Accuracy

1. Try retaking photo with better lighting
2. Ensure receipt is not folded or crumpled
3. Use newer receipt (ink not faded)
4. If still poor, use Manual Entry

#Expense Won't Submit

1. Check internet connection: WiFi or cellular
2. Ensure you're signed in (check profile icon)
3. Try submitting again
4. If error appears, screenshot and contact support

#Offline Mode

If you lose connectivity while traveling:

1. Expenses can be drafted offline
2. When connectivity returns, tap Sync to submit
3. Or app automatically syncs when connected
4. You'll be notified when sync succeeds

#Related Articles

• Submitting expenses via Slack
• AI receipt categorization
• Expense management overview