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Checklist – How End Users Get Started with Expense

Getting started with a new system can feel overwhelming, but Expense is designed to make expense management, mileage reimbursement, and travel reporting simple from day one. This checklist walks you through everything you need to do to start using Expense, from downloading the app to submitting your first expense report.

 👉 Before you begin, make sure you have been registered in Expense by your Administrator or Manager. 

 📱 Step 1 – Download the Expense App

The Expense app is available for both iPhone and Android devices.

Download the App

  • 🍎 App Store (iOS)
  • 🤖 Google Play (Android)

Search for:

Expense

and install the app on your device.

System Requirements

Android

  • Android version 4.1 or later

iPhone

  • iOS version 9.0 or later

✅ We recommend using the latest available operating system and app version.

🔑 Step 2 – Activate the Expense App

Before you can use the app, it must be linked to your Expense account.

Step-by-Step

  1. Open the invitation email from your administrator
  2. Click the link to your Expense web portal
  3. Copy the provided:
    • Username
    • Password
  4. Sign in to Expense

Generate Your Private Key

  1. Navigate to:

My > Settings

  1. Click Add Device
  2. A Private Key will be generated

⚠️ The key is valid for 24 hours.

Activate the App

  1. Open the Expense app
  2. Enter the Private Key
  3. Complete activation

✅ You're now ready to use Expense.

If you do not have web portal credentials, contact your administrator to obtain an activation code.

💰 Step 3 – Create Expenses

Create Expenses Paid with Personal Funds

Step-by-Step

  1. Open the Expense app
  2. Tap the Plus (+) icon
  3. Select Create Purchase
  4. Take a photo of your receipt or select an image from your gallery
  5. Expense automatically scans:
    • Date
    • Amount
    • VAT
    • Location
    • Merchant
  6. Select Own Funds
  7. Add any comments if required
  8. Verify the information
  9. Tap Save

✅ You can either book the expense immediately or save it for later.

Create Expenses for Corporate Card Purchases

Step-by-Step

  1. Open the Expense app
  2. Tap the Plus (+) icon
  3. Select Create Purchase
  4. Photograph the receipt or upload an image
  5. Allow Expense to scan the receipt
  6. Select Corporate Card
  7. Add comments if required
  8. Verify the information
  9. Tap Save

✅ The receipt is now ready to be matched to the incoming card transaction.

Add a Receipt to an Existing Corporate Card Transaction

Step-by-Step

  1. Open the Expense app
  2. Go to Account
  3. Open the current card report
  4. Select the transaction
  5. Tap the Camera Icon
  6. Photograph the receipt or upload an image
  7. Save

✅ Expense automatically links the receipt to the transaction.

📧 Step 4 – Send Digital Receipts Directly to Expense

Digital receipts can be sent directly to Expense and automatically matched with transactions.

Verify Your Email Address

  1. Open the Expense app
  2. Verify your email address
  3. Enter the verification code sent to your inbox
  4. Click Verify

✅ Your email address is now approved.

Send Receipts by Email

Forward receipts to:

  • kvitto@expense.se
  • receipt@expense.se

Important

Include the purchase amount in the email subject line.

This helps Expense automatically match the receipt to the correct transaction.

Add Additional Email Addresses

You can also verify additional email addresses, such as a personal email.

Navigate to web-login:

My > Settings > Add Email Address

✅ Verified addresses can send receipts directly into Expense.

🚗 Step 5 – Create a Mileage Reimbursement

Step-by-Step

  1. Open the Expense app
  2. Tap the Plus (+) icon
  3. Select Create Mileage Allowance
  4. Enter:
    • Date
    • Vehicle
  5. Enter the number of kilometers travelled
  6. Add:
    • Destination
    • Purpose
    • Comments
  7. Click Save

✅ Mileage reimbursement is now registered.

✈️ Step 6 – Create a Travel Expense Report

Step-by-Step

  1. Open the Expense app
  2. Tap the Plus (+) icon
  3. Select Create Travel Expense Report

Enter Trip Information

  • Trip name
  • Description
  • Internal accounts (if required)

Enter Travel Details

  • Domestic or International
  • Departure date
  • Departure time
  • Return date
  • Return time

For international travel:

  • Time leaving Sweden
  • Time returning to Sweden

Click Save

Add Travel Destinations

For international trips:

  1. Add destinations
  2. Select meal types received during travel
  3. Save any additional information

✅ Travel allowances are calculated according to your company settings.

💳 Step 7 – Book Corporate Card Transactions

Step-by-Step

  1. Open the Expense app
  2. Navigate to Account
  3. Open the current corporate card report
  4. Review available transactions
  5. Select a transaction
  6. Click Book

Choose Accounting Information

  • Select an account
  • Or select Purchases for quick options

Verify:

  • VAT
  • Internal accounts
  • Cost allocation

Click Save

Representation Transactions

For business entertainment expenses:

  1. Select the appropriate representation template
  2. Enter:
  • Number of attendees
  • Names of attendees
  • Purpose of the event

For external representation:

  • Enter the external company name

✅ The transaction is now ready for approval.

💵 Step 8 – Book Expenses Paid with Personal Funds

Step-by-Step

  1. Open the Expense app
  2. Go to Account
  3. Open the ongoing expense report
  4. Select a transaction
  5. Click Book

Complete the Accounting

  1. Select Purchases
  2. Choose the appropriate account
  3. Verify VAT
  4. Click Save

Representation Paid with Personal Funds

If the expense relates to representation:

Enter:

  • Number of attendees
  • Names of attendees
  • Purpose of the event

For external parties:

  • Enter the company name

✅ The expense is now ready for submission.

💡 Tips for New Users

  • 📷 Photograph receipts immediately after purchase
  • 📧 Verify your email address early
  • ✅ Book expenses regularly instead of waiting until month-end
  • 🚗 Register mileage as soon as travel is completed
  • 🔔 Enable push notifications to stay updated

❓ Frequently Asked Questions (FAQ)

Do I need access to the web portal?

Yes. Initial activation requires access to the Expense web portal to generate a Private Key.

Can I send digital receipts directly to Expense?

Yes. Once your email address is verified, you can forward receipts to Expense automatically.

Can I use the app for mileage reimbursement?

Yes. Mileage claims can be created directly from the mobile app.

Can I manage corporate card purchases in the app?

Yes. You can add receipts, book transactions, and submit reports directly from your mobile device.

Do I need to submit expenses immediately?

No. You can save expenses and submit them later as part of a report.

✅ Summary

  • 📱 Download and activate the Expense app
  • 🔑 Generate a Private Key via the web portal
  • 📷 Capture and manage receipts digitally
  • 💰 Create expenses using personal funds or corporate cards
  • 📧 Forward digital receipts directly to Expense
  • 🚗 Register mileage reimbursement
  • ✈️ Create travel expense reports
  • 📊 Book and submit transactions for approval
  • 🚀 Start managing your expenses efficiently with Expense