Record an expense
Enter a received invoice or receipt beside its preview. A recorded expense gets a number from its own series.
Step by step
- Open “Expenses” and choose “New expense”.
- Choose “Attach a file” and pick a PDF or an image of the document. The draft is saved and the document shows beside the form, above it on a phone.
- Pick the supplier from your contacts, or find it with “Search the register” by name or company ID. You can also fill in the details by hand.
- Copy the “Supplier’s document number”, the variable symbol, the dates and the “Supplier’s account” you will pay to.
- Fill in the lines: item, quantity, unit, unit price and VAT rate. “Add a line” adds another; the summary recalculates as you type.
- Under “Currency and tax”, check the currency, “Tax deductible” and “Reverse charge”. With cost centres on, pick one for the expense, or tick “Split by lines” to pick one per line.
- Choose “Record”. An expense you have not finished is kept with “Save as a draft”.
Good to know
When you may have entered the same document already, the form warns “You may have entered this document already”.
We also warn of a supplier’s account not published in the register of VAT payers, and of an unreliable VAT payer.
An invoice you receive as a web invoice from this application is added from the web invoice with “Add to my expenses”, attachments included.
Under “Settings” › “Defaults”, expenses can require a document number or a variable symbol. An expense without either can then only be saved as a draft.
Related articles
- Pay an expenseMark an expense paid by hand, several at once, or let an outgoing payment from the bank match it.
- The inboxReceipts and supplier invoices waiting to become expenses: uploaded, e-mailed or sent through the API.
- Recurring expensesRent, energy or a subscription records itself on the day it falls due.
- Cost centres and jobsAccounting dimensions of your documents: which part of the business and which engagement a sale belongs to. They are never printed.