Add an expense
An expense is a purchase you made for the business and want repaid, such as a parking charge. You enter the amount you actually paid, and attach the receipt. Expenses are repaid at the gross amount you enter.
Before you begin
Section titled “Before you begin”- You hold the Employee role and the sheet is a Draft.
- You have the receipt as a PDF, JPEG, PNG or HEIC file, at most 10 MB. If you do not have one, you can declare it unavailable and give a reason.
- The amount is in your company’s currency, euro or pound. No other currency is offered.
Add an expense
Section titled “Add an expense”-
Open the sheet and select the Expenses tab, then choose New.
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Choose the Expense type: Public transport, Parking and tolls or Other. Your Administrator can change this list.
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Choose the Activity date. It is not filled in for you.
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Enter the Merchant and a Description. Reference is optional.
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Enter the Amount.
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Under Receipt, choose the file.
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Choose Save.
The expense appears in the table with its Evidence shown as Attached.
If you have no receipt
Section titled “If you have no receipt”-
Fill in the form but leave Receipt empty, and choose Save.
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A Receipt unavailable box opens, with a short statement about what the tax authority expects. Read it.
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Tick Receipt unavailable, enter a Reason, and confirm.
The expense saves with Evidence showing that no receipt is attached. Reviewers see your reason. The reason cannot be blank.
What happens next
Section titled “What happens next”- A reviewer can open the receipt from the expense. If a stored file can no longer be found, you return to the Expenses tab with the message “That receipt file could not be found. The expense itself is unchanged.”
- The expense joins the sheet and is frozen when you submit.
- The expense can raise a warning: if another expense in the company has the same date, merchant and amount, or the same receipt file; or if the amount is over the limit your scheme sets for that type. You must explain a warning before you can submit. See Explain a warning.
Common issues
Section titled “Common issues”The file is rejected
Section titled “The file is rejected”Only PDF, JPEG, PNG and HEIC files up to 10 MB are accepted. The message says so. Convert or compress the file and add it again.
“Required” fields are flagged
Section titled ““Required” fields are flagged”An expense needs a date, a type, a merchant, a description, an amount over zero, and either a receipt or a receipt-unavailable declaration with a reason.