Expense Agent FAQs (Preview)

This article provides answers to frequently asked questions about the Expense Agent. It also describes known issues that affect the agent and explains how to work around them.

Agent enablement and configuration

How do I enable or disable the agent?

To enable or disable the agent, go to the configuration page in Expense management parameters.

Can I enable or disable the agent for selected legal entities and provide custom configurations?

Yes, you can enable or disable the Expense Agent for selected legal entities. Configurations are unique to each legal entity.

Why doesn't the Expense Entry feature of the Time and Expense Agent appear in Expense Management parameters in finance and operations apps?

The Expense Agent is available as of version 10.0.44 of finance and operations apps. Enable the Agent Management feature in the Feature Management workspace (Workspaces > Feature Management).

Why isn't the Expense Entry solution shown?

The solution is part of the Copilot for finance and operations package (version 1.0.3033.5 or later). Update it from the Microsoft Power Platform admin center. Learn more in the Copilot documentation.

Setup and configuration

How do I update the shared mailbox address ID for expense usage?

Sign in to Power Apps, update the variable in DefaultSolution, and then publish all customizations.

How do I update environment variables?

Sign in to Power Apps, go to DefaultSolution, and update the following values:

• Expense agent Shared Mailbox ID
• Finance and operations Instance Url
• Expense agent Shared Mailbox Address ID

I don't know which connectors are used for the Expense Entry feature of the Time and Expense Agent. How do I add them?

The Expense Entry feature of the Time and Expense Agent uses the following connectors:

• Microsoft Copilot Studio
• Dataverse
• Office 365 Users
• Office 365 Outlook
• Microsoft Teams

To add a connector, sign in to Power Apps, select your environment, go to Connections > New connection, and then select the connector.

What should I do if Microsoft Purview Data Loss Prevention policy blocks connector access?

Ensure that the connectors are in the Business group and the allow list.

What should I do if there are virtual entity metadata sync errors?

If you encounter errors related to virtual entity metadata sync errors, such as the following errors,

• The API operation doesn't contain a definition for parameter 'item/RequestBody'
• The unbound action isn't present
• Entity doesn't contain definition or any other metadata sync error

1. Go to advanced settings from Power Apps.
2. Once open, select Advanced find from the top right corner of the screen.
3. Switch to classic view within advanced find.
4. Look for available finance and operations entities and add a filter for name containing expense agent entities, such as trvcopilotautomationexpense and select Results.
5. Check for the entity in List Tools and select the entity that needs to be refreshed.
6. Select Refresh and Save & Close.

This list contains the expense management entities:

• TrvExpMobileProjEntity
• TRVEXPENSECOPILOTMASTERDATAENTITY
• TRVEXPENSECOPILOTUNATTACHEDDOCUMENTENTITY
• TRVEXPENSECOPILOTCONFIGURATIONENTITY
• TRVCOPILOTAUTOMATIONREPORTENTITY
• TRVCOPILOTAUTOMATIONEXPENSEENTITY
• TrvExpenseCategoryEntity
• TRVEXPENSECOPILOTRECEIPTENTITY
• TrvExpenseParametersEntity
• TrvExpenseReportPurposeEntity
• TrvExpenseSubCategoryEntity
• TrvExpMobileCompanyInfoEntity

Agent execution

What should I do if the Expense Agent isn't processing my email receipts?

Make sure you're part of the correct legal entity and have active employment. Also, check that the agent is enabled for the legal entity.

I followed the setup steps and have the required permissions, but emails still aren't processed. What should I do?

You might need to republish agents.

1. Sign in to Power Apps.
2. Select Environment > Agents, then select Expense Entry feature of the Time and Expense Agent and ExpenseAgent-Line.
3. Publish both agents.
4. Publish the Time and Expense Agent solution.

What should I do if Power Automate flows stop working?

Flows might be in a disabled state because of repeated failures. In this case, turn them on manually. If any connections require reauthentication, reconnect them.

Flows are running, but expenses aren't processed. What should I do?

Here are some possible causes:

• The Expense Agent isn't enabled for the legal entity.
• Users don't have employment in the legal entity.
• Connectors are disconnected.
• The Copilot Studio license is missing.

I updated the Outlook folder, but the agent still uses the old folder. What should I do?

Reconnect the Office 365 Outlook connector, and republish the solution.

Email and receipt processing

What file formats and sizes does the agent support?

The agent supports JPEG, PNG, and PDF files. The recommended file size is less than 2 megabytes (MB). Larger file sizes are supported only for JPEG and PDF files.

Does the agent support multiple receipts in one email?

Yes.

Can the agent read receipts that are embedded in the email body?

No.

I have active employment and connections, but my receipt isn't being processed. What should I do?

Ensure that the receipt format and size are correct. The supported file types are JPEG, PNG, and PDF. The recommended file size is less than 2 MB.

How do I determine whether an expense was created by the agent?

Add the Expense Generated by column on the web app's Expense Reports page.

What should I do if I can't view the expense line for a forwarded receipt in the web app?

Processing can take 1–24 hours. Lines appear on reports, not in unattached expenses.

How do I determine whether my receipt was processed?

The web app groups processed receipts into reports and shows them in Teams. Errors trigger a fallback card that provides information about the failure.

What should I do if I can't detach an expense line from a one-line adaptive card report?

The agent doesn't allow detachment of the only line on a one-line report. Use the web app to delete the report.

Microsoft Teams integration

What should I do if the adaptive card for Expense isn't shown in Teams?

Ensure that the Expense Entry feature of the Time and Expense Agent Teams app is installed.

I get no response when I select the adaptive card button. What should I do?

There's a one-day timeout. You can act on the next card or use the web app.