Simplify Representation Accounting in Expense

What Information Must Be Documented for Representation?

To ensure correct accounting and VAT handling, you must include:

• 👥 Names of Participants
• 🎯 Purpose of the Representation
• 🏢 External Company Name (for External Representation)

👉 Tip: Enter all required information directly in the receipt comment field when registering the expense.

Register the Receipt

1. Open the Expense App.
2. Take a photo of the receipt.
3. Verify that the receipt scan is correct.
4. Add a comment including:
   • Participant names
   • Purpose of the representation
   • External company name
5. Click Save.

✅ The receipt is now registered.

Wait for the Transaction

• 📩 When the card transaction is imported into Expense, you will receive a notification.

✅ The transaction is ready for accounting.

Account for the Representation Expense

1. Go to To Report.
2. Select the purchase.
3. Verify that the receipt and comment have been matched.
4. Click Account and select Representation.
5. Choose the correct representation template.
6. Complete:
   • Number of Participants
   • Tip Amount (if applicable)
7. Copy the information from the comment field and paste it into the relevant representation fields.

✅ The representation information is now documented correctly.

Optional Cost Allocation

If the cost needs to be split:

1. Click Split (upper-right corner).
2. Allocate the cost as required.

If no allocation is needed:

1. Verify that the allocation shows 100%
2. Click Save

✅ The transaction is fully registered.

💡 Tip

Enter all participant and event details directly in the comment field when the receipt is created. This avoids additional work later in the process.

👤 Personal Funds (Out-of-Pocket) – Representation

Register the Receipt

1. Open the Expense App.
2. Take a photo of the receipt.
3. Select Out of Pocket.
4. Verify that the receipt scan is correct.
5. Add a comment including:
   • Participant names
   • Purpose of the representation
   • External company name
6. Click Save.

✅ The expense is now registered.

Account for the Expense

1. Click Account
2. Select Representation
3. Choose the correct template
4. Complete:
   • Number of Participants
   • Tip Amount (if applicable)
5. Copy the comment and paste the details into the appropriate representation fields.

✅ The representation accounting is complete.

Optional Cost Allocation

If the expense should be split:

• Use Split to allocate the cost.

If no allocation is required:

1. Verify that the allocation shows 100%
2. Click Save

✅ The expense is ready for submission.

Tips for Smooth Representation Management

Register Receipts Immediately

• 📷 Capture receipts as soon as the purchase is made.
• ✅ Reduce the risk of missing documentation.

Add Complete Comments

• ✍️ Include participants, purpose, and company information immediately.
• ✅ Avoid later corrections.

Use Templates Consistently

• 📊 Select the correct representation template every time.
• ✅ Ensure consistent accounting treatment.

Reduce Administrative Work

• 🔄 Complete all required information during registration.
• ✅ Minimize approval delays and requests for additional information.

Frequently Asked Questions (FAQ)

What information is required for representation?

Participant names, the purpose of the representation, and, when applicable, the name of the external company.

Can I update the information later?

Yes, but it is recommended to enter all information when the receipt is first registered.

What happens if information is missing?

The expense report may need to be corrected or supplemented before it can be approved.

• 🧾 Use the comment field to capture all relevant representation details
• 💳 Corporate card and out-of-pocket representation follow a similar process
• 👥 Include participants, purpose, and company information
• 📊 Correct documentation ensures accurate accounting and VAT handling
• ✅ Reduce administration and avoid approval delays
• 🚀 Simplify representation management in Expense