Submit an expense claim

A claim asks to be paid back for money you spent for the business. You can start it from your phone by photographing the receipt.

Before you start

• Everyone has the right Make own expense claims unless a manager took it away.

Steps

1. Open Expenses → Expense claims on your phone or computer.
2. Under Snap a receipt, take a photo or pick a PDF, then select Add the receipt. A new claim starts with that receipt.
3. Check the line. Where the invoice reader is on, the Merchant, date, total, VAT on the receipt, Supplier's tax number and a category are filled in and marked Read from the photo. Otherwise the message Photo kept: type the amounts appears: type them.
4. Tick It is a tax invoice when the receipt is one, and tick Paid with the company card (nothing to pay back) if you used the company card.
5. Add more lines as you need: Add a receipt photo, Type a receipt, Add mileage (kilometres and From → to) or Add a per-diem (zone and days).
6. Read the Policy check. Fix anything it marks, such as Receipt photo missing.
7. Select Submit for approval.

To start without a photo, type What for under Start an empty claim and select Start the claim.

Good to know

• The invoice reader is an AI service in early access and is paid with your organisation's AI credits (Billing → AI credits). Each page read also counts against your plan's monthly reading limit. When it is off, busy or cannot read the photo, the photo is still kept and you type the line.
• Photos are stored privately with your organisation's documents, not with product pictures.
• A claim holds up to 50 lines and 30 files. A date cannot be after today.
• The same receipt (same merchant, date and total) cannot be claimed twice. A line shows Also in with the other claim's number, and the claim cannot be submitted until you remove it.
• Lines over a limit or older than the cut-off do not block you: the claim goes to the owner instead (Outside the policy: the owner decides this claim.).
• If your claim is returned, you see Returned to you with the approver's note. Correct it and submit again. A rejected claim is final.
• A claim whose lines were all paid with the company card is closed when it is approved: there is nothing to pay back.
• Mileage and per-diems use your organisation's rates. Mileage is typed in kilometres; there are no maps.
• Receipts in another currency are typed in your organisation's currency.
• What happens next: approve, return or reject a claim.