Email Receipts to Workday Expenses

As a part of the 2023 R2 release, Workday now allows you to email receipts with or without attachment to Workday Expenses.

Your receipt will be turned into a quick expense assigned to the correct expense payee.
Quick expense will include amount, currency, date, and merchant.
This addition helps streamline the expense creation and submission processes.

Opt In to the Email Ingestion Innovation Service
Confirm your tenant can receive attachments
Create Email Ingestion Receiving Domain
Update your DNS Host with the required CNAMEs and MX values
Verify Email ingestion Domain
Users that can maintain depreciation profiles can now maintain and change rate schedules for assets

Verify that the email that will be used to send receipts is associated on the worker’s profile
Worker’s personal and work email can be used
You forward an email or attach receipts
Expenses should be automatically generated in Expenses Hub

Previously, users would need to upload attached receipts or take a photo within the Workday app in order to load in receipts for quick expenses. Workday can now be enabled for users to email their receipts to a Workday domain to have a quick expense created which helps streamline the expense reporting process.

Creating a New Email Sub-Domain (IT Task):
If unable to verify your Email Ingestion Receiving domain, then confirm that the changes to your DNS host are completed successfully.
One subdomain and domain can be configured per Notification type.
IT needs to set up a new email sub-domain to use this feature (Example: expenses.companyname.com).
An existing sub-domain already used for email purposes cannot be used.
More than one subdomain should be created for testing in different tenants at the same time. A subdomain can only point to one tenant.
The receiving domain cannot be an existing website.
Generating a Quick Expense:
Receipts can be sent as attachments or in the email body. If both are sent in the same email, only the attached receipt is created.
Attachment file types supported are JPEG, JPG, PNG, WEBP, BMP, PDF, TIFF, TIF, GIF.
Minimum size limits to file types:
PDF does not have a minimum size limit
PNG or TIFF files > 40 KB
All other files > 20 KB
Avoid multiple forwards in the same email body.
Notifications are generated to sender if there are any errors in creating quick expense (Example: File is too small, delegate is not valid).
Use Edit My Expense Transactions task to delete quick expenses.
Inbound Email Ingestions by Date Range report to troubleshoot email ingestion issues.

You have Workday questions.