Create an expense claim

An expense claim records money a person has spent out of their own pocket, so the business can approve and reimburse it.

Create the claim

1. Go to Money Out, then choose Expenses.
2. Choose Add new, then Out-of-pocket expense.
3. Check the Claimant. It defaults to you; only an owner or admin can record an expense for someone else.
4. Pick a Category. The list is grouped into Cost of Sales, Admin Expenses, and Assets and Stock, and you can search it.
5. Set the Dated field to the date on the receipt, and check the Currency.
6. Enter the Total value, including any VAT.
7. Choose a VAT rate. Picking a category pre-selects its usual rate, and for standard rates the VAT amount is calculated automatically from the VAT-inclusive total. Choose a manual rate to type the exact amount instead.
8. Type a Description. Supplier name, Supplier VAT number, Invoice number, and Receipt reference are optional.
9. Choose Create new expense, or Create and add another to keep going.

Attach the receipt

In the Attachment card at the top of the form, choose Add files and pick the receipt. Kontala accepts PDF, JPEG, and PNG files up to 20 MB, and you can attach more than one. When there are several files, the radio button marks which one is the Primary receipt.

Rather not type the details at all? Let Smart upload read the receipt for you, or email it straight in.

After creating

A new claim starts as a draft, so nothing reaches your books yet. Next: Submit and approve expenses.

For business journeys in your own vehicle, record a mileage claim instead. You can also link a claim to a project in the Is this a project expense? card - see Track income and costs by project.