Overview

The Spend page in Custodia provides a central place to view, manage, review, and export company expenses.

Whether you are reviewing transactions, uploading receipts, updating expense details, or preparing expenses for accounting, you can manage everything from one place.

Who This Is For

Employees, managers, and administrators who need to view, manage, or approve platform expenses.

Please Note: Available expenses, actions, and approval permissions depend on your assigned role and company settings.

Accessing the Spend Page

Log in to your Custodia account.
From the left-hand navigation menu, select Spend under Budgets and Spend.
The Spend page will display expenses for the selected reporting period.

Explore Spend Features

Select a topic below to learn how to navigate the Spend page, manage expenses, review transactions, and export expense data. Expand any section for step-by-step instructions and additional details.

Navigating the Spend Page

The Spend page displays your expenses in a customizable grid, making it easy to find transactions, review their status, and access additional details.

Search and Filter Expenses

At the top of the Spend page, you can narrow down the transactions displayed.

Option	Description
Date Range	View expenses for a selected month, quarter, year, or custom date range.
Search	Search for expenses using transaction information such as merchant name or expense details.
Advanced Filters	Use the filter icon to narrow your results using additional criteria.
Review Status	Quickly switch between expenses requiring attention, reviewed expenses, exported expenses, and other statuses.

Selecting a Date Range

Click the Date selector at the top of the page to choose from several reporting periods.

Quick Ranges:

Current Quarter or Previous Quarter
Last 3 Months or Last 6 Months
Year to Date or Last Year

You can also select a specific month or use Custom Range to define your own reporting period.

Enable By Billing Date if you want to filter expenses using their billing date rather than the default settlement date.

Click Apply to update the grid.

Understanding Review Statuses

Use the tabs above the grid to quickly locate expenses based on their review status.

Tab	Description
Issues	Expenses flagged with issues requiring attention.
For Review	Expenses awaiting review or approval.
Reviewed	Expenses that have completed the review process.
Exported	Expenses that have been exported to accounting.
Declined	Expenses that have been declined.
All	Displays expenses across all available statuses.

The numbers displayed beside certain tabs indicate how many expenses are in that category.

Customize Your Grid

You can customize which columns appear in the Spend grid to focus on the information most relevant to you.

Click the gear icon on the right side of the grid header.
Select or deselect columns to show or hide them.
Drag columns within the configuration menu to change their order.
Click Reset to restore the default column configuration.

Available columns include transaction date, amount, merchant, category, employee, subsidiary, cost center, activity, review status, and additional transaction information.

Your column preferences are saved for future visits.

Additional Transaction Actions

Hover over an expense and click the three-dot menu (⋮) to access additional actions.

Depending on your permissions, these may include:

Open expense details
View associated activity or merchant information
View receipts
Block a merchant
Access transaction diagnostics
Select an expense for bulk actions
Copy the transaction ID

Viewing and Updating Expense Details

Click any expense in the Spend grid to open its details panel.

The grid remains visible on the left, allowing you to review transaction information without leaving the page.

The details panel contains several tabs, including Details, Activity, Receipt, Merchant, Messages, Audit, and Diagnostics.

Update Expense Information

Under the Details tab, you can review and update information associated with the transaction.

Field	Description
Memo	Add or update the business purpose or description of the expense.
Expense Category	Select the appropriate expense category.
Tags & Keywords	Add company-specific information, such as projects, customers, vendors, or keywords.
Subsidiary	Assign the expense to the appropriate company subsidiary.
Cost Center	Select the cost center associated with the expense.
Class	Assign an accounting class, if applicable.
Ledger Account	Select the appropriate general ledger account.
Budget	Associate the expense with a company budget.

You can also identify an expense as Billable or manage whether a receipt is required, depending on your permissions.

Reassign an Expense to a Different Activity

If an expense is associated with the wrong spend permission or activity, you can reassign it.

Open the expense from the Spend grid.
Under Details, locate the Assigned To section.
Click the pencil icon.
Search for and select the appropriate activity.
The expense will be associated with the selected activity.

Available activities display relevant information such as the activity name, spending limit, dates, and amount used.

Mark an Expense as Personal

If you used your Custodia card for a personal purchase, you can identify the transaction as personal.

Open the expense and select the Details tab.
Under Transaction Info, change the selection from Business to Personal.
Provide an explanation in the Memo field when prompted.
Review the updated transaction information.

This helps your company's finance team identify personal expenses and determine the appropriate reimbursement or payroll process.

Please Note: Marking an expense as personal does not automatically reimburse your company.

Review Additional Expense Information

The details panel also includes additional tabs for reviewing information related to the transaction.

Tab	Purpose
Activity	Review the associated spend permission or activity.
Merchant	View information about the merchant.
Messages	View expense-related communication and clarification requests.
Audit	Review recorded transaction activity and changes.
Diagnostics	Access additional transaction information for troubleshooting, where permitted.

Managing Expense Receipts

The Receipt tab allows you to upload, review, and manage receipts associated with an expense.

Upload a Receipt

Select the expense from the Spend grid.
Open the Receipt tab.
Click Upload Receipt.
Select the receipt you want to attach.
Review the uploaded receipt.

The receipt will be associated with the selected expense.

Review Receipt Information

Once a receipt is attached, you can view the document directly within the expense panel.

The platform can also display extracted information from the receipt, such as the transaction amount and currency.

The Receipt tab includes:

Section	Description
Receipt Info	Information about the attached receipt.
Analysis Feedback	Feedback from receipt analysis, when available.
Extracted Data	Information identified from the uploaded receipt.
Receipt Viewer	Preview the attached receipt without leaving the Spend page.

You can also use the available viewer controls to zoom in or out.

Please Note: If an expense requires a receipt, make sure the appropriate documentation is attached before submitting it for review.

Managing Multiple Expenses (Bulk Actions)

The Spend page allows authorized users to select and update multiple expenses at once.

This is particularly useful for finance teams reviewing large numbers of transactions.

Select Multiple Expenses

From the Spend grid, click the selection icon in the upper-left corner.
Select individual expenses or use the available status groups to select multiple transactions.
The bulk action toolbar will appear at the top of the page.

The toolbar displays the number of selected expenses and their combined amount.

Available Bulk Actions

Action	Description
Update	Update information across selected expenses.
Assign To	Assign selected expenses using the available assignment options.
Status	Apply eligible review or approval actions to multiple expenses.
Message	Send requests or clarification messages to expense owners.

Approve Multiple Expenses

Authorized reviewers can approve multiple eligible expenses at once.

Select the expenses you want to approve.
Click Status from the bulk action toolbar.
Review the proposed status changes.
Select Approve Expense, where available.
Click Apply to confirm.

The platform will indicate how many of the selected expenses are eligible for the update.

Send Messages to Multiple Employees

You can request additional information from several expense owners without opening each transaction individually.

Select the expenses requiring attention.
Click Message from the bulk action toolbar.
Choose a message type or enter a custom message.
Select a response deadline, if needed.
Click Send.

Available message types include:

Submit Receipts
Complete Details
Business Purpose
Check Category
Custom Message

When a message is sent, the affected expenses move to Waiting for Clarifications, and their owners receive a notification.

Employees can respond through the Messages tab of their respective expenses.

Please Note: Bulk actions may be limited by expense status and user permissions. Always review the number of affected expenses before confirming an action.

Exporting Expenses to CSV

You can export expense information from Custodia into a CSV file for reporting, reconciliation, or further analysis.

Create a CSV Export

From the Spend page, click Export.
Select the expenses you want to include using Export Scope.
Choose the fields to include in your export.
Configure any additional export options.
Click Export to generate your CSV file.

Customize Export Fields

The export configuration allows you to control which information is included.

You can:

Search for available fields.
Add or remove fields.
Rearrange the order of selected fields.
Adjust available field formats, such as date and number formatting.

This allows you to create reports tailored to your organization's reporting requirements.

Additional Export Options

Option	Description
Incremental	Locks previously exported rows to help prevent duplicate exports.
Include Pending	Includes transactions that are still processing.
Include Reimbursable	Includes out-of-pocket cash expenses.
By Posting Date	Uses the posting date for the selected reporting period.
Add Credit Summary Lines	Adds credit summary information when supported.

Save an Export Template

If you regularly export the same information, you can save your configuration as a reusable template.

Configure the fields and export options.
Enter a name under Save As.
Click Save.

You can also copy existing configurations or select Share with everyone to make a template available to other users.

Exporting Expenses to Accounting

If your company has connected an accounting platform to Custodia, you may be able to export expenses directly to that system.

The available integrations depend on your organization's configuration.

Export to QuickBooks

From the Spend page, click Export To.
Select the platform, such as QuickBooks.
Review the export settings.
Choose how expenses should be grouped.
Optionally specify an accounting period.
Confirm whether to export only reviewed and approved transactions.
Click Export.

Accounting Export Options

Option	Description
Group Expenses By	Determines how expenses are grouped for export.
Set Accounting Period	Allows you to specify an accounting period for the export.
Reviewed and Approved Only	Restricts the export to transactions that have completed the required review process.

Important: Once transactions are exported to QuickBooks, further changes to those transactions are not allowed. Review expense details and accounting classifications before exporting.

Need Help?

If you need assistance reviewing expenses, uploading receipts, managing transactions, or exporting expense data, please contact your company's Custodia administrator or reach out to support@custodia.ai.