# Close the books. Keep the context.

Canonical page: https://finanzer.ai/business/expenses

> Connect Finanzer business spending with receipts, the person responsible and the expense record. Review exceptions and reconcile the transaction outcome.

Connect each company purchase to its receipt, category and cost center. Give finance a complete expense record to review before it reaches the accounting export.

## The merchant name isn’t the whole story.

A transaction can tell you what was charged. Finance also needs to know what it was for and how it belongs in the accounts.

### For the cardholder

Attach the receipt and context while the purchase is still familiar. Give finance the reason and the team behind the spend.

### For the reviewer

Inspect the amount, supporting receipt, category and cost center together. Review the record against the relevant policy.

### For accounting

Work from approved expense records so the export has the context needed for reconciliation.

## Keep the record moving with the expense.

Each step adds information or authority. Treat a purchase and an approved expense as different states.

### Start with the transaction

The card or payment activity anchors the amount, merchant and date.

### Attach the evidence

Add the receipt and a useful description of the business purpose.

### Assign the accounting context

Choose the category and cost center so the spend can be attributed correctly.

### Review and export

Complete the policy check and approval, then move the approved record into the accounting export.

## Better expense records start with clearer spending access.

Assign cards to people, departments or vendors and define their spending purpose. The owner and budget are easier to identify when they were set before the purchase.

A card limit does not replace expense review. Use both: controls for spending permission and a complete record for what happened.

[Explore team card controls](https://finanzer.ai/business/cards)

## Bring the accounting details your team uses.

Review the export requirements before deciding how the workflow should fit your existing process.

| Define | Why it matters |

| --- | --- |

| Categories and cost centers | The record needs the structure your accounting team recognizes. |

| Receipt requirements | Different purchases may need different evidence. |

| Approval responsibility | Someone must own policy review and exception handling. |

| Export requirements | Formats, mappings and supported destinations need confirmation. |

## A more complete expense process

### Does a card authorization approve the expense?

No. A card authorization concerns the payment. The expense still needs the receipt, categorization, policy review and any required approval.

### Which accounting systems are supported?

Use accounting export to carry reviewed expense records into your closing process. Tell us your accounting system, required format and field mappings so we can confirm the right setup.

### Can a receipt be missing even when the payment completed?

Yes. Payment completion and record completeness are separate. The expense workflow should make the missing information visible for follow-up.

### Who is responsible for reviewing expenses?

Your organization’s roles and policy determine the responsible reviewer. Define ownership by the team, spending purpose or other relevant rule during setup.

## Give finance the whole expense record.

Describe your current receipt, review and accounting process to see where Finanzer fits.

[Discuss your setup](https://finanzer.ai/contact?topic=Business%20demo#enquiry)

[Plan your approvals](https://finanzer.ai/business/approvals)