News in Expense

Visma is working continuously to improve the standard and increase the functionality included within Visma.net Expense based on feedback from customers. Therefore, new versions of the software are launched at regular intervals and contain new and improved functionality.

Version News

The following features are new or improved

July 2025

Emission Report

Improvements have been made to Expense for more accurate emission calculations.

Period Selection: You can now choose a custom period by specifying start and end dates.

Employee Filter: It is possible to generate the report for one or multiple employees.

Content: The report shows the number of instances, nights, and kilometers, in accordance with the configuration specified for the expense type under settings.

Changes to Expense Types

Expense types have a new Emissions tab. The fields Calculate emissions for this type and Emission Category have now been moved to this tab. When you check Calculate emissions for this type, you must link the expense type to an emission category. Some emission categories require additional settings to ensure more accurate calculation. These are:

• Accommodation
• Operation of Transport Equipment
• Transport by Air
• Transport by Railway
• Transport by Road
• Transport Services
• Transport by Water

Settings per Emission Category

Accommodation

Include the number of nights when registering this type.

Mandatory fields during registration:

• Number of Nights

Operation of Transport Equipment

Include kilometers and fuel type for transport.

Mandatory fields during registration:

• Number of Kilometers
• Fuel Type

Transport by Air

Include the number of flight hours.

Mandatory field during registration:

• Total Flight Time

The number of flight hours is automatically converted to kilometers in the emission report.

Transport by Railway / Transport by Road / Transport Services / Transport by Water

Include kilometers and fuel type for transport.

Mandatory fields during registration:

• Number of Kilometers

Fuel Type (not applicable to Transport by Water, where only kilometers are required).

Standard Fuel Type

The administrator can set a standard fuel type that automatically appears for the user. The user still has the option to change it as needed.

User

When a user registers an expense, they will need to fill out the necessary fields based on the selected emission category.

Emission Reporting

The Emission Reporting report takes into account the new settings in the emission categories.

Accommodation: The number of nights is recorded as the number of instances.

Operation of Transport Equipment, Transport by Railway, Transport by Road, Transport Services: The number of kilometers is entered in the “Amount of items” column. CO₂e (kg) is calculated based on the number of kilometers and the selected fuel type.

Transport by Water: The number of kilometers is entered in the “Amount of items” column. CO₂e (kg) is calculated based on the number of kilometers.

Transport by Air: The number of kilometers is entered in the “Amount of items” column. Flight hours are converted to kilometers, which are then used to calculate CO₂e (kg).

Using Emission Reporting Today? Here’s What You Need to Do Next

If you have implemented Climate Reporting, you must do the following setup on the expense types where emissions should be reported for more precise reporting.

Additional Information per Emission Category

For the following emission categories, you can provide extra information to ensure a more accurate calculation of emissions:

• Accommodation
• Operation of Transport Equipment
• Transport by Air
• Transport by Railway
• Transport by Road
• Transport Services
• Transport by Water

Here’s How:

1. Select the desired expense type.
2. Go to the Emissions tab.
3. Under Emission Category, you will find additional fields:

Examples of Fields and What They Mean for the User:

Include the number of nights when registering this type:

Result in Expense: The user must specify the number of nights for the accommodation.

Include kilometer indications and fuel type for transport:

Result in Expense: The user must specify the number of kilometers and type of fuel used for the vehicle.

Transport Type Options for “Operation of Transport Equipment, Transport by Road, or Transport Services”.

• Bus
• Motorcycle
• Private Car
• Taxi

Include the number of flight hours:

Result in Expense: The user must register the duration of the flight in hours.

Include kilometer indication:

Result in Expense: The user must specify the travel distance in kilometers.

Standard Fuel Type:

The administrator can set a standard fuel type that automatically appears for the user.

The user still has the option to change it as needed.

By incorporating the new fields described above, the user will need to fill out the selected fields specified in the Expense Type during registration.

June 2025

Custom Text for Expense Types

You can add custom guidance text for each individual expense type. This helps users understand how and when to use the expense type, as well as any applicable rules, limitations, or required documentation.

How to add custom text:

1. Select the relevant expense type.
2. Go to the Customized text tab.
3. Enter the desired guidance text that should be displayed to the user during expense registration.

When a user selects this expense type, a question mark icon will appear next to the “Expense Type” field. By clicking the icon, the user will see the guidance text you have provided.

Volunteer Worker

Only for Finnish companies.

It is now possible to mark employees as volunteer workers. A new field, ‘Volunteer worker’, has been added to the employee. If the employee is a volunteer, simply toggle this option on. This setting should only be used if the company is a non-profit organization and the person is working on a voluntary basis. When selected, income types 357 = Kilometers and 358 = Daily allowance will be used for tax reporting purposes.

April 2025

Allowance

Several improvements and simplifications have been made to how you register expenses with allowance.

Cost unit registration has now been moved to the Information page.

The main changes concern how you register allowance. You will now see information about Date and Country/City when registering meal options.

Meal Options

You can now select and register meals for all travel dates or for a specific travel period.

Set for all dates

If you select ‘Set for all dates’, you can choose whether the meal options should apply to all dates in the travel.

Set per period

If you select ‘Set per period’, you can choose whether the meal options have different values ​​within a period/travel.

Lodging information (Only for Norwegian companies)

Select + Add more. You can also choose From date for each lodging information if you have more than one.

Summary of Meals

At the bottom of the screen you will see the summary of the travel. How many breakfasts, lunches and dinners are calculated, as well as how much is calculated in the diet, how many meal deductions and the total amount for allowance.

Details

Now shows meal details for the period, breakfast, lunch, and dinner for the travel. Also displays all allowance types for the travel, including amounts and currency.

January 2025

New rates for allowances

New allowance rates for 2025 have been updated in Visma.net Expense for all countries (Denmark, Finland, Norway, and Sweden). These updates include new rates for mileage allowances, daily allowances, and new abroad destinations.

October 2024

Mandatory breakfast included for accommodation

It is now possible to set the Breakfast Included field for the accommodation expense type as mandatory.

This can be done by the company administrator under the menu Claim registration settings. When this setting is activated, the users will have to add a breakfast included amount when registering accommodation expenses.

July/August 2024

Forwarding emails to Expense

As a user, you will now be able to forward your emails and import them as attachments to Visma.net Expense.

Users can set up this email function directly from the Additional Services page, which has also been re-designed.

Favorites for mileages

Visma.net Expense is now saving your favorite routes and locations for mileages.

This feature is designed to streamline and simplify the tracking and management of your regular travel routes.

June 2024

Integration with Nordea First Card (via OpenCard)

We’ve partnered with Opencard to bring real-time credit card transactions and digital receipts from Nordea directly into Expense.

Now, users can see their credit card transactions in real time and also automatically match digital receipts, streamlining their expense claim process. This integration also supports endpoints for Visma Employee app, making the status of these transactions available for mobile users.

As an administrator, you can also activate the OpenCard integration in Expense. This feature allows for streamlined onboarding of new customers using OpenCard’s API. A new page has been created in Expense for administrators to start the integration activation and manage cardholders.

May 2024

Mandatory attachments

We have introduced functionality that allows administrators to mandate attachments for specific expense types. This change ensures compliance with laws and regulations requiring documentation. Missing attachments are a common reason for claim rejections, and this feature helps both users and approvers by requiring necessary attachments upfront.

This update includes a new column in expense settings, and the corresponding import/export CSV files have been updated to reflect this change.

Users will now see mandatory indicators and receive error messages when submitting claims lacking required attachments.

April 2024

Sustainability improvements

Several improvements to the sustainability reporting module has now been introduced to provide more insights into the calculations in the report. We have also introduced more flexibilities to select which expense types that should be included in the report or not.

January 2024

Use SmartScan on attachments

We have now introduced the SmartScan feature for attachments within Expense. The system will automatically scan attachments and add the extracted information to the expense form, such as amount, date and currency. The system will also predict the expense type based on the attachment.