/visma-employee-app/expense section Add, edit, send, delete expenses. 2025-12-08T08:59:32+01:00 # Expenses Add, edit, send, delete expenses. The **Expense** section allows you to manage your expense claims, receipts, mileages, and allowances. This section consists of two main tabs. > [!NOTE] > If you do not have this tab, please contact your payroll administrator. ## Navigation The Expense section has two tabs for organizing your expense-related activities: ### Expenses Tab The first tab you enter is **Expenses**. Here you can view all receipts and mileages created, but not yet added to a claim. These 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. **Actions available:** - View all unsent expenses (receipts and mileages) - Select/deselect expenses for approval - Send selected expenses for approval - Add new expenses (see [Adding Expenses](./adding-expenses/) for details) - Edit or delete unsent expenses ### Claims Tab The **Claims** tab displays 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 tapping on it to see the expenses and/or mileages added to that specific claim. **Claims that are not yet sent can be edited in the app**. **Claim statuses:** - **Not sent**: Draft claims that have not been submitted - **Awaiting approval**: Claims currently in the approval process - **Approved**: Claims that have been approved and are ready for payout or already paid out - **Declined**: Claims that have been rejected by an approver (includes a comment explaining the reason) - **Canceled**: Claims where the approval flow was canceled **Actions available:** - View all claims and their statuses - Open claims to see included expenses - Edit unsent claims (iOS: Edit button; Android: green plus sign) - Delete claims (only if status is Not sent, Canceled, or Declined) - Send claims for approval > [!IMPORTANT] > The claims tab is for viewing and editing only. To create new claims, you must first create expenses (receipts or mileages) and then add them to a claim via the expense. New claims cannot be added directly from the Claims tab. ## Working with Expenses For detailed instructions on adding new expenses, see: - [Adding Expenses](./adding-expenses/) - Learn how to add receipts, mileages, and allowances ## 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 tap 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 tap 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 the status **Approved**, the claim is about to be **paid out** or is already **paid out**. **You cannot 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: [Startpage](../startpage) [Payslips](../payslip) [Calendar](../calendar) /visma-employee-app/expense/adding-expenses section Learn how to add receipts, mileages, and allowances. 2025-12-08T08:59:32+01:00 # Adding Expenses Learn how to add receipts, mileages, and allowances. This page describes how to add new expenses to your account. You can add three types of expenses: receipts, mileages, and allowances. ## Add a New Receipt ### iOS 1. **Start page - Tap on Add new receipt** 2. **Take a photo** or fetch one from the phone gallery (via the gallery button in the lower left corner). 3. Make adjustments to the automatic cropping (optional) → **Choose Done**. 4. **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. 5. **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. 6. If you would like to **add the receipt to a claim, tap on Add to claim**. If you would like to save it for later, tap on Save. 7. **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. > [!TIP] > If you are already in the **Expense tab** when you want to add an expense, tap on **Add new...**. In that way, you do not need to go back to the start page. > [!TIP] > The same goes for sending expenses to approval - just tap on **Send** in this tab. If you do not want to send all at once, tap on the **Deselect all button** in the upper right corner and manually select the ones you want before tapping on Send. ### Android 1. **Start page - Tap on Register new receipt** 2. **Take a photo or fetch one from the phone gallery** (via the gallery button in the lower left corner). 3. Make adjustments to the automatic cropping (optional) → **Tap on the blue checkmark button**. 4. 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. 5. **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. 6. If you would like to **add the receipt to a claim, tap on Add to claim**. If you would like to save it for later, tap on Save. 7. **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. > [!TIP] > If you are already in the **Expenses tab** when you want to add an expense, tap on the **plus sign in the upper right corner**. In that way, you do not need to go back to the start page. > [!TIP] > If you do not want to send all at once, tap on the **Select / Deselect button** in the upper right corner and then select the ones you want before tapping on **Send**. ## Add a New Mileage ### iOS 1. **Start page - Tap on Add new mileage** 2. **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. 3. **Choose date, vehicle type, distance, and route** if you did not go through step 2. 4. Write the **purpose of the trip** in the purpose field. 5. **Add road tolls** if needed. 6. Expand **"Other"** if you want to add passengers, heavy load, and more. 7. **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. 8. 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. 9. **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. ### Android 1. **Startpage - Tap on Add new mileage** 2. **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. 3. **Choose date, vehicle type, distance, and route** if you did not go through step 2. 4. Write the **purpose of the trip** in the purpose field. 5. **Add road tolls** if needed. 6. Expand **"Other"** if you want to add passengers, heavy load, and more. 7. **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. 8. 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. 9. **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. ### 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 tap 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. ## Add a New Allowance When you travel for work, you might be entitled to an allowance for meals during your travel period. The amount is determined by your travel duration and lodging type. To add an allowance in the mobile app: 1. **Start page - Tap on Add new allowance** 2. Fill in the **travel details**: - **Purpose of Travel**: Describe why you are traveling - **Cost Allocation**: Select the cost unit (if required by your company) - **Start Date and Time**: When your travel begins - **End Date and Time**: When your travel ends - **Country**: Select the country you are traveling to - **Allowance Type**: Choose the appropriate allowance type based on your lodging situation 3. If you are traveling to multiple locations, enable **"Travel to more places"** to add additional destinations. 4. Tap **Next** to proceed to the meal selection screen. 5. **Select which meals** you paid for yourself: - **Breakfast**: Toggle on if you paid for breakfast - **Lunch**: Toggle on if you paid for lunch - **Dinner**: Toggle on if you paid for dinner The app calculates your allowance based on travel dates and times. Deduct any meals that were: - Paid by someone else (colleague, customer, or manager) - Included in a hotel bill that was expensed separately or paid by your employer 6. The **total allowance amount** is displayed at the bottom of the screen. 7. If you would like to **add the allowance directly to a claim**, choose **Add to claim**. If you would like to save the allowance for later, choose **Save**. > [!TIP] > If you are already in the **Expenses tab** when you want to add an expense, tap on the **plus sign in the upper right corner**. In that way, you do not need to go back to the start page. ## Adding Expenses to Claims When you save an expense (receipt or mileage), you have two options: 1. **Save for later**: The expense is saved in the Expenses tab and can be added to a claim later 2. **Add to claim**: You can either create a new claim or add the expense to an existing unsent claim 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.** > [!IMPORTANT] > 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. Links to the rest of the documentation: [Expense Overview](../) [Startpage](../../startpage) [Payslips](../../payslip) [Calendar](../../calendar)