Expenses
The first tab you reach entering the Expense tab is Expenses. Here you can view all receipts and mileages created, but not yet added to a claim.
It can be drafts or expenses you do not want to add to a claim yet. All expenses you can send for approval are selected automatically, but you can deselect all in the top right corner.
You can also deselect specific expenses manually by pressing on the blue checkmark button on the expense.
iOS
Add a new receipt:
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Start page - Click on Add new receipt
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Take a photo or fetch one from the phone gallery (via the gallery button in the lower left corner).
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Make adjustments to the automatic cropping (optional) → Choose Done.
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Select Expense type, and fill in Purpose in the purpose field. Via SmartScan, other information will be filled in automatically. If you did not get all information filled in you need to add the information manually.
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Under Cost units you can add, change and delete cost units. If you have default cost units on your user you will see them here.
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If you would like to add the receipt to a claim, click on Add to claim. If you would like to save it for later, click on Save.
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Depending on the choice above you will see different views.
If you choose Save you will reach the Expense list page, and if you choose Add to claim you will be able to create a new claim or add the receipt to an existing claim. Read more about claims below.
If you are already in the Expense tab when you want to add an expense, click on Add new… In that way you do not need to go back to the start page.
The same goes for sending expenses to approval - just click on Send in this tab. If you do not want to send all at once, click on the Deselect all button in the upper right corner and manually select the ones you want before clicking on Send.
Add mileage:
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Start page - Click on Add new mileage
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Choose calculate distance (and search or view map) if you want to use the map for automatic calculation of the distance and get the route filled in automatically. Otherwise skip this step.
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Choose date, vehicle type, distance, and route if you did not go through step 2.
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Write the purpose of the trip in the purpose field.
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Add road tolls if needed.
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Expand “Other” if you want to add passengers, heavy load and more.
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Under Cost units you can add, change and delete cost units. If you have default cost units on your user you will see them here.
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If you would like to add the mileage directly to a claim, choose Add to claim. If you would like to save the mileage for later, choose Save.
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Depending on the choice you made above you will see different views. If you choose Save you will reach the Expense list page, and if you choose Add to claim you will be able to create a new claim or add the mileage to an existing claim. Read more about claims below.
Android
Add a new receipt:
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Start page - Click on Register new receipt
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Take a photo or fetch one from the phone gallery (via the gallery button in the lower left corner).
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Make adjustments to the automatic cropping (optional) → Click on the blue checkmark button.
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Fill in Purpose in the purpose field. Via SmartScan, other information will be filled in automatically. If you did not get all the information filled in (such as Expense type) you need to add the information manually.
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Under Cost units you can add, change and delete cost units. If you have default cost units on your user you will see them here.
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If you would like to add the receipt to a claim, click on Add to claim. If you would like to save it for later, click on Save.
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Depending on the choice you made above you will see different views.
If you choose Save you will reach the Expense list page, and if you choose Add to claim you will be able to create a new claim or add the receipt to an existing claim. Read more about claims below.
If you are already in the Expenses tab when you want to add an expense, click on the plus sign in the upper right corner. In that way you do not need to go back to the start page.
If you do not want to send all at once, click on the Select / Deselect button in the upper right corner and then select the ones you want before clicking on Send.
Add mileage:
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Startpage - Click on Add new mileage
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Choose calculate distance (and search or view map) if you want to use the map for automatic calculation of the distance and get the route filled in automatically. Otherwise skip this step.
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Choose date, vehicle type, distance, and route if you did not go through step 2.
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Write the purpose of the trip in the purpose field.
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Add road tolls if needed.
-
Expand “Other” if you want to add passengers, heavy load and more.
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Under Cost units you can add, change and delete cost units. If you have default cost units on your user you will see them here.
-
If you would like to add the mileage directly to a claim, choose Add to claim. If you would like to save the mileage for later, choose Save.
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Depending on the choice you made above you will see different views.
If you choose Save you will reach the Expense list page, and if you choose Add to claim you will be able to create a new claim or add the mileage to an existing claim. Read more about claims below.
Road tolls
A possibility to get the road tolls calculated automatically is available when you have used “Calculate distance” when creating a mileage. You can change the amount if needed.
You also have the possibility to choose if it was during rush hour and if you are using an Autopass. If you did not calculate distance, you can still add the road toll amount manually.
If you do not want to have the road toll amount calculated automatically you can turn the toggle off when you click on “Calculate distance”.
The app will remember your settings for that, and Autopass and rush hour, for the next mileage - but you can always change the settings if needed.
If you need to add allowances you need to go to Visma.net Expense on the web.
Read more about edit expense, delete expense and more below.
Claims
The next tab is Claims. Here you see all created claims, both unsent and sent. In the list view you can see an overview of the claim’s statuses.
Open a claim by clicking on it and you will see the expenses and/or mileages added to that specific claim. Claims that are not yet sent can be edited in the app.
Click on the claim you want to edit. Please note that how to edit a claim looks different in iOS and Android.
In iOS there is an Edit button and in Android you click on the green plus sign at the button. You can select to delete, add more receipts and mileages and send for approval.
The maximum amount of expenses added to one claim is 20.
It is not possible to remove existing receipts, only delete the entire claim. The delete option is not available when the claim is Approved.
If the claim is already sent you need to do changes in Visma.net Expense on the web.
The way to work with expenses / mileages in the app is: Create expenses (receipts or mileages) and add them to a claim directly via the expense or under the expenses tab - not under claims tab.
The claims tab is for view and edit only, no new claims can be added there.
Add a new claim:
To add a new claim, in both iOS and Android, you need to create the expenses/mileages first.
As mentioned in the sections about “add a new receipt” and “add new mileage” you will get the choice for “Add to claim” when you save the expense/mileage.
This is the opposite of how you handle it in Visma.net Expense on the web. Once you have saved or sent, you will find a claim under the Expense tab → Claims button.
Delete or edit expense
Expenses under Expense tab
It is possible to delete or edit a created expense in the app
For iOS: Go to the Expense tab and swipe left on the expense you want to delete. If you want to edit an expense, open the expense and make the changes you want.
When you have made all the changes needed you can Save it for later again via the Save button or add it directly to a claim via the button More actions.
Via the More actions button you can also download the image of the expense.
Note that you can only delete or edit expenses that are under the Expense tab and not added to a claim.
That means that they are not sent.
For Android: Go to the Expense tab and press and hold the expense you want to delete. In the bottom of the screen an alternative for Delete expense will appear.
If you want to edit an expense, open the expense and make the changes you want. When you have made the needed changes you can Save for later via the Save check mark or Add it to claim via the button.
Note that you can only delete or edit expenses that are under the Expense tab and not added to a claim.
That means that they are not sent.
Expenses under Claims tab
If you need to delete or change an expense that is under Claims, you need to delete the claim first and the expense will be editable again. When you have deleted the claim the expenses will be sent back to the Expense tab and you can do the changes you need by following the instructions above.
For iOS: Go to the Expense tab and click on Claims. Open the claim you want to delete and choose Delete. Via Edit you also have the options to Add receipts and mileages or Send for approval.
Note that the delete function is only available if the claim has the status: Not sent, Canceled, or Declined. If the status is Awaiting approval you need to click on Cancel approval flow when you have opened the claim.
If you choose to cancel the approval flow, the status will be Canceled and the claim will now be open again. That means that the claims with status Canceled and Not sent are basically the same.
The status Declined means that the approver has rejected the claim for some reason. The rejection is done manually by the approver and there is a comment to that status. The comment is shown when you open the claim.
If the claim has status Approved, the claim is about to be paid out or is already paid out. You can not delete or edit approved claims. If there is something wrong with an approved claim you need to contact your payroll administrator.
Links to the rest of the documentation: