/expense/faq/travel_expense_registration section 2026-05-11T13:56:21+02:00 # Travel expense registration Here we have gathered general tips and information, as well as answers regarding your personal profile and the submission of expense claims. Here you can find more about: - **Tips & Info** - **Inbox** - **Allowances** - **Expense** - **Credit card** /expense/faq/travel_expense_registration/inbox section 2026-05-11T13:56:21+02:00 # Inbox Here you'll find answers to the most frequently asked questions about inbox. /expense/faq/travel_expense_registration/inbox/what_is_inbox page 2026-05-11T13:56:21+02:00 # What is Inbox, and how does it work? Inbox collects all receipts and attachments in one place, regardless of whether they come from: - Mail - Credit card - GPS trip - Mobil Expenses - Mobil Mileage With Inbox, you can send or forward receipts and invoices (PDF or JPG) directly to your personal Expense email address. The documents are automatically available in Inbox and can be used when registering expenses. ## How to activate email integration - Go to **Add-ons** \ **Email Integration** \ **Activate**, or - Open **Inbox** and tap **Activate** You will then receive a personal email address that you can use to send documents directly to Inbox. ### How can I change or copy my email address? - Click the pencil icon to edit the address - Use the copy function to copy the address ### Where can I find Inbox? Once you have created an expense report, Inbox appears on the Overview page. ### How do I add expenses from Inbox to an expense report? 1. Check one or more items you want to add 2. Tap **Add selected** 3. The item is automatically created and removed from Inbox ### How do I edit or delete items in Inbox? Click the three dots on the attachment to: - Edit - Add - Delete item A red triangle indicates that mandatory information is missing. ### What should I do if an item is missing information? 1. Click the pencil icon to open the item. 2. Fields missing information are highlighted in red. 3. Fill in the required fields and tap **Save**. 4. The item is then moved to **Ready to submit**. ### What happens if I delete an expense? - If you delete an expense from the Overview page, the attachment is automatically returned to Inbox. - To delete an item permanently, do it directly in Inbox. /expense/faq/travel_expense_registration/inbox/ai-powered-inbox page 2026-05-11T13:56:21+02:00 # AI-powered Inbox ## What is the AI-powered Inbox? The AI-powered Inbox is a built-in tool designed to help you fill out claim reports more quickly and accurately. It uses artificial intelligence to interpret the information you provide and suggests relevant expenses from your Inbox. ### How do AI-powered suggestions work? The AI analyzes your items from your Inbox, such as descriptions, dates, and currency, and suggests items that are likely to match the same context. This makes it easier to complete the registration without having to gather all the information yourself. ### What do suggested items mean? These are items that the system believes may be related to your claim based on the information you have registered. ### Where do the suggestions come from? The system identifies items in the Inbox that match details from the item, such as time, location, currency, or description. When something seems relevant, it is suggested to you. ### How can I hide the suggestions if I don't want to see them every time? Under the **three dots** to the right of **Suggested items for this claim**, you will find the option **Hide suggestions by default**. By checking this, the suggestions will not automatically appear. They are still available but hidden under **Show suggestions**, which you can open at any time to view them. ### How do I get the suggestions to show automatically again? If you have enabled **Hide suggestions by default** but want the suggestions to appear automatically, select **Show suggestions** and uncheck **Show suggestions by default**. ### Do I have to add the suggested items, and why do new suggestions appear when I dismiss or change them? No, all suggestions are optional. You can choose to add them or dismiss them. When you delete or dismiss a suggestion, the AI interprets this as new information. Therefore, the suggestions are continuously updated, and the system may provide new suggestions based on your changes. ### Why do some expenses appear as suggestions even if they are not related to the trip? The system may occasionally suggest expenses that are similar but not relevant. You can easily reject these. ### Is my data safe? Yes. All processing is done in accordance with current privacy regulations. The system does not store sensitive information for purposes other than providing you with correct and relevant suggestions. /expense/faq/travel_expense_registration/allowances section 2026-05-11T13:56:21+02:00 # Allowances Here you'll find answers to the most frequently asked questions about allowances. /expense/faq/travel_expense_registration/allowances/how_do_i_register_allowance page 2026-05-11T13:56:21+02:00 # How do I register an allowance? ## What is allowance? When you travel for work, you might be entitled to an allowance. This meant for you to be able to pay for meals during your travel period. The amount of allowance is determined by the duration of your travel and the type of lodging you spent overnight (if your travel included multiple days). ### What meals are covered? All meals that you have paid for yourself that are not included in another bill you have expensed. This means that for the the following examples, you are not entitled to an allowance: - Someone other than you paid for your meal. Think of a colleague, a customer or your manager. - Your meal was part of a hotel bill that was either paid by you and expensed separately or paid by your employer directly. ### How should I register meals? Expense calculates the amount of meals you are entitled to based on the dates and times you have added for your travel. For each of these meals you can indicate if this: - Was paid by you, included in your allowance. - Was not paid by you, deducted from your allowance. ### Why do I see three meals when traveling half a day? Legislation states that whenever traveling for a certain period you are entitled to allowance divided over three meals. This gives you flexibility in indicating which meals should be deducted from your allowance. ### Why is breakfast shown first while I started traveling in the afternoon? Expense always show three meal options if you are entitled to it regardless of when your travel started. The order of which the meals are shown say nothing about when your travel started. /expense/faq/travel_expense_registration/allowances/allowance_long_distance_transport_drivers page 2026-05-11T13:56:21+02:00 # How do I register an allowance as a long-distance driver? ## How do I register an allowance as a long-distance driver? - Create an allowance registration. - Select **Long distance transport drivers** from the allowance type dropdown list. - The system will then apply the rules for long-distance transport. ### How is the allowance calculated? - Allowance is only calculated for entire 24-hour periods. - Example: A trip lasting 32 hours qualifies for 1 day allowance. ### Is meal deduction calculated? No. Meal deduction does not apply to the allowance type for long-distance drivers. ### Is night allowance calculated? No. Night allowance does not apply to the allowance type for long-distance drivers. /expense/faq/travel_expense_registration/allowances/regular_day_travel page 2026-05-11T13:56:21+02:00 # What does “Regular day travel” mean? A regular day travel is a work trip you take regularly, for example, sales trips. These trips are considered part of your normal work routine and follow specific rules for tax calculation. Even if you incur meal expenses during a business trip, this does not automatically entitle you to tax-free reimbursement from your employer. A **meal expense** refers to an additional cost for food incurred specifically because of the trip. The key factor for tax-free reimbursement is not what you actually spent on food. The assessment of additional costs is based on whether you would normally incur extra expenses on this type of trip. ## How do I know if I have access to register regular day travels? Only an administrator can grant access to this feature. If you see the **Regular day travel** field when registering a new trip, you have access. If the field does not appear, you need to contact your administrator. ### What happens when I check Regular day travel? When the field is selected, Expense automatically calculates the correct allowance and tax according to the rules for regular day travels. ### What if my trip is not regular? If the trip is not part of your routine work travels, deselect the **Regular day travel** checkbox before saving. The trip will then be treated as a standard business trip. ### How is the allowance for regular day travels calculated? Expense automatically calculates the following: - Trips lasting **6–12 hours** or **over 12 hours** without overnight stay (domestic and international) fully taxable allowance. - Trips lasting at least **5 hours between 22:00–06:00** a tax-free rate is automatically applied. The system handles all calculations automatically based on trip duration and time. ### Can I change a registered trip from regular to non-regular? Yes. Open the trip, deselect **Regular day travel**, and save the change. The system will automatically update the calculation. ### What happens if I select Regular day travel and register a trip with an overnight stay? When you register a trip with an overnight stay, the system automatically deselects **Regular day travel**. This ensures the trip is processed correctly according to allowance and tax rules. The system will automatically calculate the correct taxable and tax-free allowance based on the trip, including the overnight stay. You do not need to make any manual changes, the calculation is handled automatically. /expense/faq/travel_expense_registration/expense section 2026-05-11T13:56:21+02:00 # Expense Here you'll find answers to the most frequently asked questions about expense. /expense/faq/travel_expense_registration/expense/how_to_attach_receipts page 2026-05-11T13:56:21+02:00 # How do I attach my receipts in Visma.net Expense? It is possible to attach your receipt to an expense on the Expense page and to a mileage trip on the Mileage page. Click on the Browse button and a pop-up will appear where you can select attachment by using a local file (using drag-and-drop or browse) or by using a receipt from the mobile app Visma Employee. Attachments from the mobile app are only available when you have used the app and available receipts exist. You can also delete attachments from the pop-up by selecting the attachment and click Delete. If you have uploaded local files in the pop-up, but not added them to an expense, it is possible to select to save the attachments for later use. A dialogue will then appear when exiting the pop-up where you can choose to either keep the uploaded files or delete them. It is also possible to upload a general attachment to a claim, for example a meeting invitation. This can be done in the Summary page. /expense/faq/travel_expense_registration/expense/exchange_rate_retrieved_from page 2026-05-11T13:56:21+02:00 # Where does the exchange rate come from? The exchange rate is determined based on the date specified for the expense and is retrieved from the service Visma.net AutoPay that ensures that the rate is correct. If you are using a credit card transaction the exchange rate was determined when the purchase was made and it is not possible to change the exchange rate in Visma.net Expense. When an expense with foreign currency is entered, the local amount will be calculated based on the entered amount and the exchange rate. The expense is always paid in local currency. /expense/faq/travel_expense_registration/expense/emissions_details_and_reporting page 2026-05-11T13:56:21+02:00 # Why do I need to fill in emissions details, and what are they? To calculate emissions from expenses as accurately as possible, you need to provide additional information when the administrator has enabled this feature. Some expense types may have specific mandatory fields. ## Examples of mandatory fields by expense type | Expense Type | Mandatory Fields | | -------------- | ------------------ | | Accommodation | Number of nights | | Rental Car, Bus, Taxi, Train | Distance (km) and fuel type | | Flight Ticket | Distance (km) and fuel type | | Ferry/Boat | Distance (km) | ### What is emissions reporting? The emissions report gives administrators an overview of carbon emissions from approved trips and expenses recorded in Visma.net Expense. /expense/faq/travel_expense_registration/credit_card section 2026-05-11T13:56:21+02:00 # Credit card Here you'll find answers to the most frequently asked questions about credit card. /expense/faq/travel_expense_registration/credit_card/credit_card_import page 2026-05-11T13:56:21+02:00 # How to get started with credit card transactions import? There are several credit card providers that can send transactions to Visma.net Expense. The following credit card providers can send transactions to Expense: - American Express Card - Danske Bank Corporate Mastercard - Handelsbanken Mastercard - Nordea FirstCard - SEB Eurocard & Diners - Volvo Finans Mastercard You need to contact the credit card company to order a credit card transaction transfer to Visma.net Expense. There are no settings in Visma.net Expense that needs to be done. The transactions are mapped to the employees in Visma.net Expense by using the employee ID. So it is important that the credit card provider gets the correct information about this. There are no additional costs from Visma to set up a credit card integrations, but the credit card provider might take a cost for setting it up on their side. Contact your credit card provider for more information. /expense/faq/travel_expense_registration/credit_card/nordea_opencard page 2026-05-11T13:56:21+02:00 # Nordea OpenCard integration? ## What are the differences between the old and new integration? The transactions will be available in Expense in real-time with the new integration, which means that they can be used immediately after a purchase. Read more about the functionality here: [Credit card transaction in real-time from Nordea First Card](https://docs.vismasoftware.no/expense/online-help/home/expenses/#credit-card-transaction-in-real-time-from-nordea-first-card) ### What will happen with the employees that are using credit cards today? The employees will have to be added as cardholder when the integration is activated. You can read more about this process here: [Integrations Settings](https://docs.vismasoftware.no/expense/online-help/settings/integrations/) The employees will keep their existing card they have with Nordea First Card today. ### What will happen to the existing agreements with Nordea? When the new integration gets activated, Nordea will automatically close the old integration and stop the invoices for this service. ### Can I activate the new integration at any time? If you activate the service in the middle of an invoicing month, OpenCard will send over all transactions that have been sent during the current month. This means that you don't need to wait until a specific date to start the migration, but activate exactly when you want. ### What will happen if I don't activate the new integration? When we in Visma closes the old integration, credit card transactions will no longer be available in Expense. So if you want to continue using credit card transactions in Expense, it is important that you migrate to the new integration.