Manage Receipts & Transactions for Expenses and Mileage Reimbursement

Create Expenses Paid with Personal Funds

If you have paid for a business expense using your own money, you can easily create an expense entry in the app.

Step-by-Step

1. Open the Expense App
2. Tap the Plus (+) Icon
3. Select Create Purchase
4. Take a photo of the receipt

Alternatively:

• 📷 Capture the receipt using your camera
• 🖼️ Press the back button on your phone to select an image from your photo library

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Automatic Receipt Scanning

Once the receipt is uploaded, Expense automatically scans and extracts information such as:

• 📅 Date
• 💰 Amount
• 📊 VAT
• 📍 Location
• 🏪 Merchant

✅ This helps reduce manual data entry and improves accuracy.

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Add Expense Details

1. Select Out of pocket as the payment method
2. Add a comment if required
3. Verify all receipt information
4. Tap Save

✅ Your expense has now been registered.

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Choose What to Do Next

After saving, you can choose to:

• 📤 Book and submit the expense immediately
• 📂 Save it for later reporting
• ➕ Create another expense entry

This allows you to work in the way that best suits your reporting routine.

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Manage and Book Multiple Receipts at Once

If you prefer to report expenses weekly or monthly, you can collect receipts and book them later.

Review Receipts

1. Open the Expense App
2. Go to My Accountings
3. Open the ongoing report
4. Review all collected transactions

✅ All unreported expenses will be available in one place.

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Book Transactions

To account for a receipt:

1. Open the transaction
2. Select Categorize
3. Enter purchase information
4. Select the appropriate accounting category
5. Verify the VAT amount
6. Tap Save

✅ The transaction is now ready for submission.

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Use Shortcuts for Common Purchases

Expense may offer shortcuts for frequently used purchase types, helping you:

• ⚡ Book expenses faster
• ✅ Improve consistency
• 📊 Follow company accounting rules

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Handle Representation Expenses

If the expense relates to business entertainment or representation:

1. Select Representation/Entertainment during the booking step
2. Enter the required information

Required Information

• 👥 Number of attendees
• 🧑 Names of attendees
• 🏢 External company name (if applicable)
• 🎯 Purpose of the entertainment

✅ This information helps ensure compliance with accounting and tax regulations.

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Create an Expense from an Emailed Receipt

Receipts sent directly to Expense can quickly be converted into expenses.

Step-by-Step

1. Open the Expense App
2. Navigate to My Receipts
3. Locate the emailed receipt
4. Tap the Three Dots
5. Select Create Purchase

✅ The receipt will be converted into an expense entry ready for processing.

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Create an Expense Without a Physical Receipt

Sometimes a paper receipt is unavailable, or the receipt already exists digitally.

Step-by-Step

1. Open the Expense App
2. Tap the Plus (+) Icon
3. Select Create Purchase/Receipt
4. If the camera opens automatically, tap Cancel
5. Manually enter:
   • 📅 Date
   • 💰 Amount
   • 🏪 Merchant
   • 📍 Location
   • 📝 Comment
6. Attach:
   • 📎 A receipt from your receipt archive, or
   • 🖼️ An image from your phone's gallery
7. Tap Save

✅ Your expense is now registered.

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Choose How to Continue

After creating the expense, you can:

• 📤 Book and submit it immediately
• 📂 Save it for later reporting
• ➕ Create another expense entry

This flexibility allows you to work according to your company's reporting schedule.

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Mileage Reimbursement

Mileage claims can also be managed directly in the Expense app.

Typical mileage reporting includes:

• 🚗 Distance travelled
• 📍 Route details
• 🎯 Business purpose
• ✅ Applicable reimbursement rates

Expense automatically calculates the reimbursement according to your organization's settings.

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Benefits of Using the Expense App

📷 Digital Receipt Management

Capture receipts instantly and avoid lost documentation.

⚡ Faster Expense Reporting

Create, book, and submit expenses directly from your phone.

✅ Improved Accuracy

Automatic receipt scanning reduces manual entry errors.

📊 Better Financial Control

All expenses and supporting documents are centralized in one system.

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💡 Tips for Best Results

• 📷 Photograph receipts immediately after purchase
• ✅ Verify scanned information before saving
• 📎 Attach supporting documentation whenever possible
• 📤 Submit expenses regularly to avoid reporting backlogs
• 🚗 Record mileage as soon as possible after business travel

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❓ Frequently Asked Questions (FAQ)

Can I save receipts and book them later?

Yes. Receipts can be stored in an ongoing report and booked at a later time.

Can I create an expense from a receipt sent by email?

Yes. Receipts available in My Receipts can be converted directly into expenses.

What if I don't have a physical receipt?

You can manually create the expense and attach a digital copy from your gallery or receipt archive.

Can representation expenses be registered in the app?

Yes. Representation expenses can be booked, including attendee information and purpose.

Does the app calculate mileage reimbursement?

Yes. Mileage reimbursements are calculated automatically according to your company's configuration.

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✅ Summary

• 📷 Capture and store receipts directly in the Expense app
• 💰 Create expenses paid with personal funds
• 📤 Book expenses immediately or save them for later
• 👥 Register representation expenses with attendee details
• 📧 Convert emailed receipts into expense entries
• 🚗 Manage mileage reimbursement from your mobile device
• 🚀 Simplify expense reporting with a fast and flexible workflow