Lost Receipt – Handling in Expense

 What Should You Do If a Receipt Is Lost?

Try to Obtain a Copy of the Original Receipt

The preferred solution is always to obtain a replacement receipt from the vendor.

1. Contact the vendor or merchant where the purchase was made
2. Request a copy of the original receipt
3. Upload the replacement receipt to Expense
4. Attach it to the relevant transaction
5. Submit the report as normal

✅ This is the best option because it preserves the original transaction documentation and allows normal processing.

Use a Lost Receipt Declaration

If you cannot obtain a replacement receipt:

1. Complete your company's lost receipt form
2. Include details about:
   • Purchase date
   • Amount
   • Vendor
   • Purpose of the purchase
   • Reason the receipt is unavailable
3. Take a photo or scan the completed form
4. Attach it to the transaction in Expense
5. Add a comment explaining that the original receipt could not be obtained
6. Submit the report

✅ This provides supporting documentation for the transaction.

VAT and Lost Receipts

Important Information About VAT

When the original receipt is missing:

• ⚠️ VAT cannot normally be deducted
• ⚠️ The transaction may need to be treated differently from a standard expense
• ✅ Supporting documentation should still be attached whenever possible

Always follow your company's accounting procedures regarding VAT treatment and missing receipts.

Best Practice for Companies

Create a Standard Lost Receipt Form

To ensure consistent handling of lost receipts, many organizations create a standard form that employees can use.

The form may include:

• Employee name
• Purchase date
• Amount
• Merchant
• Business purpose
• Explanation of why the receipt is unavailable
• Employee signature

✅ A standardized process improves compliance and simplifies reviews.

Benefits of a Lost Receipt Procedure

Better Compliance

Ensures missing documentation is handled consistently across the organization.

Improved Audit Trail

Provides evidence that the transaction has been reviewed and documented.

Faster Approval Process

Approvers and administrators can easily understand why a receipt is unavailable.

Reduced Risk

Helps prevent undocumented transactions from entering the accounting process.

💡 Best Practice Tips

Capture Receipts Immediately

Photograph or upload receipts as soon as purchases are made.

Use Digital Receipts Whenever Possible

Forward receipts directly to:

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

to reduce the risk of losing documentation.

Keep Supporting Information

If a receipt is lost, save any available evidence such as:

• Order confirmations
• Booking confirmations
• Email receipts
• Card transaction details

Follow Company Policy

Always check internal guidelines before submitting expenses without an original receipt.

Frequently Asked Questions (FAQ)

Can I submit an expense without a receipt?

This depends on your company's policy. Many organizations require either a replacement receipt or a lost receipt declaration.

Should I contact the vendor first?

Yes. Obtaining a copy of the original receipt should always be the first step.

Can I deduct VAT without the original receipt?

Generally, VAT cannot be deducted if the original receipt is not available. Always follow your company's accounting procedures.

What should I attach if the receipt cannot be replaced?

Attach a completed lost receipt form and provide an explanation in the comments field.

Can administrators review lost receipt documentation?

Yes. Approvers and administrators can review attached documentation before approving the report.

Summary

• ✅ Contact the vendor and request a copy of the receipt whenever possible
• 📎 Upload the replacement receipt to Expense and attach it to the transaction
• 📝 Use a lost receipt form if no replacement is available
• ⚠️ VAT is typically not deductible without the original receipt
• 📊 Follow your company's internal procedures for missing documentation
• 🚀 Maintain accurate and compliant expense reporting even when receipts are lost