Expense reporting

With Kleer you report your expenses yourself, either on the website or in the app

How to process your receipts in Kleer

Do you have expenses to report that you wish to include on your salary? Please make sure that you process them in time. The company often has an internal deadline that applies to payment of the receipts on the next payroll.

In Kleer, you are able to report expenses that are part of the company’s costs and that you paid privately or with the corporate/business card. Whether it is a corporate/business card transaction or private expense they need to be uploaded, processed and submitted.

If you have a corporate card with Kleer integration, see also the separate guides for expense reporting with AirPlus (formerly Eurocard)/SEB Corporate or Kleer/Mynt cards.

What do you need to to in order to submit a receipt

Expenses paid for with a corporate/business card or privately paid expenses, everything is handled in Kleer. However you happen to have made the purchase, the procedure follows three simple steps.

• Upload/send the receipt by email

• Process it

• Submit it

Digital receipts

Digital receipts that you received in original form on the website, by email or within an app can be submitted in two different ways. You can always email the receipt to kvitton@expense.kleer.se from the email address you use when you log in to Kleer. You can also upload it directly to the Kleer web interface through a “drag and drop” function or through selecting the file from your computer.

(If you have received an email receipt without attached file, where the email itself is the receipt, then it is fine to just forward the whole email to kvitton@expense.kleer.se and Kleer converts it to a PDF file automatically.)

Paper receipts

You need to photograph and upload paper receipts – preferably directly in the Kleer app, but you can also send photos to kvitton@expense.kleer.se (if you have access to several companies, see the previous section Digital receipts for more information)

As of July 1, 2024, you no longer need to store the paper originals, but make sure that the photo has been succesfully uploaded and that the information is legible before you throw away the receipt!

2. Process the receipts

Why do you need to process your receipts? You are the person who knows best what the expenses relate to and can best ensure that it is done correctly; this means less admin at the end of the day! You can handle the receipts within the app or on the web regardless of how you submitted them. You just click on the image and fill in the field below.

1. Corporate or business card/private expenses

If you have a corporate or business card where the company pays the invoice (except for AirPlus (formerly Eurocard) integration), you are able to choose between proof of purchases that you made on the card or whether the transactions are privately paid expenses that you paid yourself and for which you will be repaid by the company. If you have no corporate/business card you do not need to select anything here, rather your first step in the processing is *Type of receipt. *Privately paid expenses also apply to you who have a corporate/business card but where you happen to pay the invoice yourself, in that case your first step is also Type of receipt. *

*Please remember that it is as important to report expenses to the corporate/business card as it is for your privately paid expenses! You may get a deduction from your salary if you are unable to show proof of the transactions you have made.

2. Type of receipt

Choose what the receipt refers to through selecting in the scroll-down list, then it will be accounted correctly thereafter.

3. Purpose

Fill in the purpose in order to make it clearer in which context the expenditure was made.

4. Digital

The box should be checked if the original is in digital format. Is it a photographed paper receipt you are processing? Then do not tick the box.

5. Country

Should you choose another country than Sweden then you need to consider carefully. Many common foreign expenses (e.g. taxi, hotel, restaurant visits) shall be reported as country Sweden, but without any VAT. This relates to tax rules between countries and forms the basis for the accounting rules that lie behind the choice you make in the system.

One example for when another country shall be chosen is in the event of purchase of IT services where the supplier of the service is registered in another country than Sweden, but where we utilise the service in Sweden.

6. Date

Select the date that appears on the receipt.

7. Period

Choose another period for the receipt where the cost belongs to another month than the month of the receipt date. One often wants to distribute over a period of time where the amount exceeds SEK 5 000 kronor and can be attributed to another period.

8. Amount, currency and VAT

Please fill in the total amount of the expense and also the currency that you are reporting in. You then fill in the VAT through inserting the amount and the percentage rate or indeed by clicking on the amount on the receipt where it can be retrieved automatically. When the percentage is chosen the system calculates the VAT based on the amount you filled in. Please check that it accords with the receipt.

9. Categories, onward billing, attaching supporting documents

Fill in categories where required and which customer shall have the receipt onward billed to itself where such is the case. You can attach supporting documents if for any reason this is required though the receipt is most often perfectly sufficient. Where the expense shall be onward billed to the customer and you wish for the receipt to feature as attachment to the invoice then this is handled in connection with invoicing and not in this mode.

3. Submit the receipts

In order for the receipts to be reported and complete so far as you are concerned you need to actively submit the receipts. Tick for all the receipts that are ready for submission. When, for some reason, you wish to allow a receipt to remain where it is ensure that it is unticked. A box then appears where you can fill in a description. The description in that case is about the entire journal. Now you are all ready! Journals submitted are to be found under the heading *Journals *under the tab for Expenses.