Running the Expense Agent in Microsoft Dynamics 365 Business Central (Version 28.1)

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Once you've configured the Expense Agent, using it is surprisingly simple. In this example, I'll forward an email containing a PDF receipt attachment to the Expense Agent and walk through the complete workflow—from receipt submission to manager approval.

Note: This article is accurate as of Business Central version 28.1.

Step 1: Forward Your Receipt

Rather than manually creating an expense report, simply forward the email containing your receipt(s) to the Expense Agent email address.

In this example, the receipt is attached as a PDF.

The Expense Agent automatically begins processing the attachment after it arrives.


Step 2: Receive a Confirmation Email

After the Expense Agent finishes processing the receipt, you'll receive a confirmation email letting you know it has successfully received your expense.

The email also lets you know:

  • Your receipt has been processed.
  • A draft expense report has been created.
  • Your expense is pending review.
  • You still need to review and submit the expense report before it is sent for approval.

At this point, the AI has completed the data extraction, but you remain in control. Nothing is submitted until you review the expense.


Step 3: Review and Submit Your Expense Report

From the confirmation email, select Review Expense Report, or sign in directly to the Expense Agent web portal.

Review the information extracted from the PDF, including:

  • Merchant
  • Transaction date
  • Amount
  • Tax
  • Expense category
  • Receipt attachment

If everything looks correct, simply click Submit.

This sends the expense report into your organization's approval workflow.





Step 4: Manager Receives the Approval Request

Once the expense report is submitted, the assigned approver automatically receives an email notifying them that an expense report is waiting for review.

The manager can then:

  • Open the expense report
  • Review the AI-extracted information
  • View the attached PDF receipt
  • Approve or send back the expense
  • Request changes if necessary

Only after approval does the expense continue through your organization's expense process.




Expense user gets notified that the expense was approved via email.



Step 5: Expense Report is Created in Business Central

Once the expense report is approved then the Expense Report in Business Central is ready to be posted. 

Note: if you need to assign dimensions to this expense you need to do it at this step. Currently there is no way for the user to assign at this time on the expense when submitting. 

This is where I think there will be some enhancements in future versions.

Final Thoughts

What I like most about the Expense Agent is that it doesn't remove users from the process—it removes repetitive work.

Instead of manually entering receipt information, employees simply forward a receipt, review the AI-generated expense, and submit it. Managers receive a notification when action is required, creating a streamlined workflow from receipt to approval.

This walkthrough is based on Microsoft Dynamics 365 Business Central version 28.1.

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Kristen Hosman is a Microsoft MVP in Denver. She works with Dynamics 365 Business Central and related technologies. You can also connect with her through this link: Kristen Hosman | Linktree

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