A receipt expense is recorded in the same view as trips. Open My work → Trips & expenses. The Expenses filter chip shows only the expense rows.
Expense or travel claim?
Record a standalone expense when the receipt has nothing to do with a business trip – a supply or a catering bill, for example. When the expense arose on a trip, create a travel claim instead and add the receipt as a line on the trip: the per diems form at the same time, and the trip’s lines are approved as one whole. A standalone expense is handled as its own row.
Record a new expense
- Press New expense.
- Add the receipt first: Drag a receipt here or tap (JPG, PNG or PDF). If your employer has enabled text recognition of receipts, the amount, date and description are pre-filled from the receipt – check them.
- Choose the Type. The expense types come from your employer’s settings.
- Enter the Amount (€) and choose the VAT: a rate, Other, or Breakdown when the receipt carries several rates.
- Choose Paid with: Own money or Company card.
- Write a Description and check the allocation: Date and, if needed, Project.
- Press Save – or Save & add another when you have several receipts.
The expense is created in the Draft status, and a draft you may edit freely.
The fastest route: drop the receipt file straight onto the list and a draft expense opens with the receipt already attached. If the view shows an e-mail address for receipts, you can also mail the receipt there – a draft is created from it.
Submit for approval
Press Submit for approval on the row. Several drafts go in one batch: select the rows and press Submit selected.
The expense moves through the same statuses as a travel claim: Draft → Submitted → (Reviewed) → Approved. An approved reimbursable expense is paid with your salary, and once it has been picked into the payroll batch the row shows the Sent to payroll mark.
A receipt can still be added after submitting, with the row’s Add receipt button. Removing a receipt is only possible in a draft.
If something goes wrong
You cannot edit a submitted expense. Press Reopen on the row – the expense returns to a draft and is editable again.
The expense was returned. The row shows the Returned mark, with the reason in its tooltip. Fix it and submit again.
The row carries the “Receipt missing” flag. Your employer requires a receipt. Add it with the row’s Add receipt button – there is no need to undo the submission.
You do not see something described here. Some features are up to the employer, such as text recognition of receipts and mandatory receipts. The e-mail address for receipts appears only when it has been set up.