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How to add a new attendee to a transaction

  • Updated

In the web app, add a staff member or external contact as an attendee on a transaction to support clearer expense reporting, audit trails, and FBT-style recordkeeping for in-store purchases.

Before you start

  • Your business must have the Attendees field turned on. An Admin enables it under Settings > Expense Management.
  • Admins can optionally restrict which spend categories require an attendee to be recorded.
  • If you don't see an Attendees field on your transactions, ask your Admin to turn it on (see Related Articles below).

Steps

  1. Open the Transactions page.
  2. Select the transaction you want to update.
  3. Click the Attendees field.
  4. Select Create new attendee from the dropdown.
  5. Enter the attendee's First Name.
  6. Enter the attendee's Last Name.
  7. Choose whether this attendee is A staff member or An external client or partner.
    • If external, enter their Company Name.
  8. Click Create.
    • The new attendee is added to the Attendees field automatically. There's no separate save step for the attendee record itself.
  9. Click Update to save the change to the transaction.
    • If the transaction previously had changes requested by an approver, this button reads Resubmit instead.

What happens next

The attendee is saved to your business, so it appears in the Attendees dropdown for future transactions without re-entering their details. Attendees also appear in your transactions CSV export, listed in a dedicated Attendees column marked (internal) or (external).

Related Articles