Expenses

1. Click Add Expense in the top right.
2. From the dropdown, pick Add Manually.
3. The Add Expense side sheet opens. Fill in:
   • Amount * — the total spent (must be greater than zero).
   • Currency * — defaults to your organization's currency.
   • Date * — when the expense happened.
   • Category * — pick from your category list (travel, software, meals, etc.).
   • Description — a short note about what you bought.
   • Merchant — pick from your saved merchants, or type a new one.
   • Payment Method * — credit card, debit card, cash, bank transfer, company card, etc.
   • Vendor — free-text vendor name when you don't want to save a merchant.
4. Drop a receipt onto the Receipt (Optional) area, or click to pick a file from your device.
5. Click Save Expense.

1. Click Add Expense > Scan a Bill.
2. Upload a photo or PDF of the receipt, or use your camera.
3. Nautis runs AI on the image and extracts the amount, currency, date, vendor, and category suggestion.
4. Review the pre-filled fields, fix anything that looks off, and click Save.

Scanning is the fastest way to log expenses on the go — especially helpful at a coffee meeting or airport.

Categories keep your expenses neat and make budgets work.

1. In the sidebar, click Categories.
2. Click Add Category.
3. Set the Name, pick a Colour, and save.
4. New categories appear immediately in the category dropdown on the expense form.

You can edit or remove categories from the same page. Existing expenses keep their category even if you rename or recolour it.

On the expense form (either manual or after a scan), the Receipt area accepts:

• Photos (JPG, PNG, HEIC).
• PDF copies.
• Drag-and-drop or click-to-upload.

After saving, the receipt is attached to the expense and shown as a thumbnail in the All Expenses list. Click the thumbnail to open a full-size lightbox view.

1. Open All Expenses from the sidebar.
2. Click an expense row to open it.
3. Click Edit to change details, Delete to remove it (with a confirmation), or Submit for Approval to send it down the approval chain (if one is configured for your organization).
4. The Approval Chain Status panel shows which approver is currently reviewing.

When an approver opens the expense, they can Approve, Reject (with a reason), or push it back for edits.

For bulk actions, tick the checkboxes in the expense table and use the bulk-action bar that appears at the top — you can Submit, Approve, Reject, or Delete several expenses at once.

1. Click Recurring in the sidebar.
2. Click Add Recurring Expense.
3. Set the Amount, Currency, Category, Merchant, Payment Method, Description, frequency (weekly, monthly, quarterly, yearly), start date, and optional end date.
4. Save. Nautis creates a new expense automatically on each cycle — perfect for SaaS subscriptions, rent, and other predictable spend.

1. Click Budgets in the sidebar.
2. Click Create Budget.
3. Pick a Category or set the budget across all categories, a Period (monthly, quarterly, annual), and the Amount.
4. Save. The Budgets page shows budget vs actual spend by category with progress bars, plus an alert when you're over budget.

1. Click Approval Rules in the sidebar.
2. Click Create Approval Rule.
3. Pick the conditions (for example, Amount over $500 or Category = Travel) and the approver(s).
4. Save. New expenses that hit those conditions will route through the rule automatically.

1. Click Policy Rules in the sidebar.
2. Create rules that warn or block expenses that violate policy — for example, "no alcohol on company card" or "meals capped at $50 per day".
3. Submitters get an inline warning when they break a policy rule before they save.

1. Click Mileage & Per-Diem in the sidebar.
2. Add a Mileage entry with distance, rate per unit, and date, or a Per-Diem entry with daily rate and trip dates.
3. Save. The reimbursement is added to your expense list with the right category.

1. Click Analytics in the sidebar.
2. The dashboard shows KPI cards (total spend, average expense, top category, count) plus charts:
   • Spending trend over time.
   • Category spending breakdown.
   • Expense status mix.
   • Payment-methods split.
   • Merchant spend ranking.
3. Use the filters at the top of the dashboard to narrow by date range, category, merchant, or status.
4. To export, open All Expenses, set the filters you want, and click the Export action — Nautis produces a CSV you can share with accountants or load into a spreadsheet.

1. Click Merchants in the sidebar.
2. Add a merchant with Name, optional description, email, phone, website, and address.
3. Saved merchants appear in the Merchant selector on the expense form so you don't retype them every time.