Lost Receipt – How to Handle an Expense Without a Receipt
If you have lost a receipt, you can still register your expense in Expense by properly documenting the purchase and following your company's policies. Missing receipts do not necessarily prevent reimbursement, but it is important to provide sufficient supporting documentation to ensure the transaction can be reviewed and approved correctly.
What Should You Do If You Have Lost a Receipt?
If a receipt is missing, you should first try to recover or recreate the receipt before submitting the expense.
👉 Follow the steps below for proper handling.
Recreate the Receipt
Try to Obtain a Copy
Always start by trying to recover the original receipt.
- 📞 Contact the Vendor
Many stores and restaurants can provide a copy of a receipt if you know the purchase date and time. - 💳 Check Your Bank Statement
Download a statement showing the transaction. - 📧 Search Your Email
For online purchases, locate the order confirmation, receipt, or invoice.
✅ A replacement receipt is always the preferred solution.
Document the Transaction
Create Supporting Documentation
If you cannot obtain a copy of the receipt, you should create substitute documentation.
Be sure to include:
- 📅 Date and time of purchase
- 🏪 Place of purchase
- 🧾 Description of what was purchased
- 💰 Amount (including VAT)
Use One of the Following Options
- 📄 Your company's lost receipt form
- 📄 The Expense Lost Receipt Declaration: https://www.expense.se/hubfs/Intyg%20om%20f%C3%B6rlorat%20kvitto.pdf?hsLang=en
- 📝 Documentation created directly in Expense
✅ This provides supporting evidence for the expense.
Photograph and Attach the Documentation
Upload the Replacement Documentation
If the original receipt is unavailable:
- 📷 Take a photo of the completed documentation
- 📎 Attach it to the expense in Expense
✅ The documentation will serve as the supporting document for the transaction.
Submit the Expense for Approval
Follow the Normal Process
Once the supporting documentation has been attached:
- ✅ Submit the expense report as usual
- ✔️ Follow your company's approval workflow
✅ The expense can now be reviewed according to company policy.
Follow Up if Necessary
Contact the Finance Department
If there are questions or delays:
- 📞 Contact your finance department
- 💬 Confirm that the transaction has been registered correctly
✅ This helps avoid processing delays.
Important Things to Remember
Company Policy Applies
Keep in mind:
- ⚠️ Your company's policy determines what can be approved
- 📊 The supporting documentation must be clear and complete
- 💸 VAT often cannot be reclaimed without the original receipt
✅ Always follow your organization's internal guidelines.
Tips for the Future
Avoid Lost Receipts
To reduce the risk of missing receipts:
- 📷 Take a photo of the receipt immediately in the Expense app
- 📤 Register expenses as soon as possible
- 🧾 Save digital receipts whenever available
👉 Early registration significantly reduces the risk of lost documentation.
Frequently Asked Questions (FAQ)
Can I register an expense without a receipt?
Yes. However, you must provide alternative supporting documentation according to your company's policy.
Can I be reimbursed without a receipt?
It depends on your organization's rules and approval process.
Can VAT be reclaimed without a receipt?
In most cases, no. The original receipt is generally required to support VAT deductions.
Summary
- 🧾 Always try to obtain a replacement receipt first
- 📄 Clearly document the purchase if the receipt is unavailable
- 📷 Attach supporting documentation in Expense
- ✅ Submit the expense report through the normal approval process
- ⚠️ Follow your company's policy regarding lost receipts
- 🚀 Proper documentation helps ensure smooth processing and reimbursement