Add Expense and Attendees From a Calendar Invite

The system can be configured to allow users and their delegates to import attendees from a calendar invitation email sent to Concur Expense. A user can include the receipts@concur.com email as a meeting participant, or a user or delegate with a verified email address can forward an Outlook meeting invitation email (with .ics file) to receipts@concur.com. Concur will then create an expense with an attendee list based on the meeting participants, which appears in Available Expenses. The user can associate the expense to an expense report and enter additional information about the meeting, including adding more attendees if necessary.

There are two methods the employee can use to bring the calendar invite attendees into Concur Expense:

Including Concur Expense as an attendee (Recommended)
Forwarding the calendar invite to Concur Expense

Including Concur Expense as an Attendee (Recommended)

The user creates the meeting in Outlook, including receipts@concur.com as an attendee. The original meeting invitation and any updates will be sent to Concur Expense. If the information is not yet added to an expense (is still available) then Concur Expense will update the information each time a new email update is received. If the user adds receipts@concur.com as a participant at a later date, the user needs to send the update to all participants rather than just to those that have been added.

Forwarding the Calendar Invite to Concur Expense

The event organizer or a participant can also send the meeting (as an .ics file) to receipts@concur.com, from a verified email address.

Outlook on PC

The user can open the meeting in Outlook, then click Forward > Forward as iCalendar.

Outlook on Mac

The user can drag and drop the meeting from the Outlook calendar to the attachment field in a new email. Outlook will attach the .ics file to the email. The user can then send the email to receipts@concur.com.

Delegate Functionality

A user's delegate can send the calendar email to Concur Expense on behalf of the user. The delegate and the user they are delegating for must both have verified email addresses in Concur Expense. The delegate attaches the .ics file to the email using the methods described above, and includes the delegator's email address in the email's Subject: line.

The delegate cannot enter multiple email addresses on the subject line. The delegate must send a single email for each calendar invitation they will add to the system for each employee they are assisting.

Adding the Calendar Expense to a Report

Concur Expense creates the meeting as an expense with the attendees listed, which appears in the Available Expenses section. The subject line of the email will appear in the Expense Detail column. If the email subject is blank, Concur Expense will set the expense detail to Business Meals – Meetings.

To add a calendar expense with attendees to a report, the user can select the check box for the expense and click Move to > New Report to create a new report or Move to > (reportname) to add the expense to an existing report.

Once the expense with attendees is added to a report, the user can add, remove, and edit the attendees as usual.