---
title: "Report expenses"
description: "How to submit receipts for things you have bought for the company, in three steps: send in the receipt, fill in the details and submit. Start here however you paid."
search:
  tags:
    - "expense"
    - "expense reporting"
    - "receipt"
    - "submit receipt"
    - "private expense"
    - "manage expenses"
    - "utlägg"
---
Have you bought something for the company, such as a taxi ride, lunch with a customer or software for your computer? Then you report it in Kleer, so that the company can book the purchase and you get your money back if you paid yourself.

## Which guide applies to you?

| How did you pay? | Read here |
| --- | --- |
| With your own money | This page |
| With a company card that is not connected to Kleer | This page |
| With the Kleer card | [Report purchases with the Kleer card](/en/utlagg/hantera-utlagg/utlaggsrapportering-kleer-kortetmyntkort) |
| With a card from AirPlus or SEB Corporate that is connected to Kleer | [Report purchases with an AirPlus or SEB Corporate card](/en/utlagg/hantera-utlagg/utlaggsrapportering-i-kleer-airpluseurocardseb-corporate) |

Not sure whether your card is connected to Kleer? If the purchases appear under **Expenses > Manage expenses** on their own, without you sending anything in, it is connected.

The card guides build on this page. The fields you fill in are explained here, and they apply however you paid.

## How it works, in three steps

1. **Send in the receipt** to Kleer, with the app, by email or by uploading it on the web.
2. **Fill in the details**, such as what you bought and why.
3. **Submit** the receipt, so that it can be approved and paid out.

Report in good time. Many companies have a deadline each month for expenses to be included in the next salary.

You can do everything in the Kleer app, which you download from the App Store or Google Play, or on the web under **Expenses > Manage expenses**. This guide shows the web.

## 1. Send in the receipt

**Paper receipt.** Take a photo of the receipt with the Kleer app. You can also email a photo to kvitton@expense.kleer.se. Make sure the picture is sharp and everything is readable. A very small image, under about 20 kB, cannot be read.

**Digital receipt**, such as a PDF or a receipt in an email:

- Email it to kvitton@expense.kleer.se. If the email itself is the receipt, you can forward the whole email and Kleer turns it into a PDF.
- Or upload the file under **Expenses > Manage expenses**, by dragging it onto the page or clicking and choosing it.

When Kleer has received an emailed receipt, you get a confirmation by email.

:::note[Email from the right address]
Kleer knows who a receipt belongs to from the address the email comes from. Email from the address you log in to Kleer with, or from an extra address that has been added to your user, see [Send in receipts from several email addresses](/utlagg/hantera-utlagg/skicka-kvitton-fran-flera-e-postadresser) (in Swedish). If you get no confirmation, you have probably emailed from another address.

If you are set up in several companies in Kleer, email the company's own address instead, so that the receipt ends up in the right company. The address is shown on the **Expenses > Manage expenses** page.
:::

## 2. Fill in the details

The receipt appears under **Expenses > Manage expenses**. Click it and fill in the fields below. You know best what the purchase was for, and the more you get right here, the fewer questions you get afterwards.

| Field | What you enter |
| --- | --- |
| Payment method | Only shown if you have a company card. Choose the card if you paid with it, or **Private** if you paid yourself. |
| Type of receipt | What you bought, such as taxi, hotel or software. The choice decides how the purchase is booked, so pick the one that fits best. |
| Purpose | Why you made the purchase, in a few words. It helps the person who approves the expense. |
| Digitally | Tick the box if the receipt is digital, such as a PDF. Leave it empty if it is a photographed paper receipt. |
| Country | Choose **Sweden** and enter **no VAT** for most purchases abroad, such as taxi, hotel and restaurant. You paid the VAT on the receipt as a private person, and the company cannot deduct it.<br /><br />Choose another country **only** when the receipt has no VAT because it is issued to the company, for example when the company buys ads from Google or a LinkedIn subscription. Then choose the country the supplier is in, which is usually on the receipt. |
| Date | The date on the receipt. |
| Period | Usually does not need changing. If the purchase covers a longer time, like a licence for a year, you can enter the months it covers. The cost is then spread over them. |
| Amount | The full amount on the receipt and its currency. |
| Of which VAT | The VAT shown on the receipt. Type the amount, enter the percentage or click the VAT amount in the receipt image. Check that it matches the receipt. |
| Categories | If the company follows up costs by department, project or similar. Your categories are often already filled in. |
| Onward invoicing to | If the company should pass the cost on to a customer or a project, choose which one here. |
| Attach specification | If you have more documents that belong to the purchase. The receipt is usually enough. |

If the receipt is for entertainment, such as lunch with a customer, fields for the participants are also shown.

When you save, the receipt ends up under **Entries to be submitted**.

## 3. Submit

The receipts are not reported until you submit them.

1. Go to **Expenses > Manage expenses** and scroll down to **Entries to be submitted**.
2. Tick the receipts that are ready. If you want to wait with something, untick it.
3. Click **Submit**. You can write a comment that applies to the whole submission.

The receipts you submit together are collected in a **journal**, which you find under **Expenses > Journals**. Your manager, or whoever approves expenses in your company, then approves the journal. If you paid with your own money, you get it back, usually with your salary.

## Words that are good to know

- **Expense.** Something you have bought for the company. If you paid with your own money, the company pays you back.
- **Type of receipt.** What kind of purchase it is. It decides how the purchase is booked.
- **Journal.** The receipts you submitted on one and the same occasion.
- **VAT.** The tax included in the price. The company can often deduct Swedish VAT, which is why Kleer asks for it.
- **Onward invoicing.** When the company passes the cost on to a customer.

## FAQ

### I have emailed a receipt but it does not show up in Kleer, why?

Check that you emailed from the address you log in with, or from an extra address that has been added to your user. If you are set up in several companies, email the company's own address, which is shown under **Expenses > Manage expenses**.

### Do I have to keep the paper receipt?

No, since 1 July 2024 you do not have to keep the original. Just make sure the photo has arrived in Kleer and that everything is readable before you throw the receipt away.

### I have a company card, what do I do?

It depends on which card you have:

- **The Kleer card:** read [Report purchases with the Kleer card](/en/utlagg/hantera-utlagg/utlaggsrapportering-kleer-kortetmyntkort).
- **AirPlus or SEB Corporate, connected to Kleer:** read [Report purchases with an AirPlus or SEB Corporate card](/en/utlagg/hantera-utlagg/utlaggsrapportering-i-kleer-airpluseurocardseb-corporate).
- **Another card, not connected to Kleer:** follow this page. Send in the receipt as usual and choose your company card under **Payment method** when you fill in the details.

Remember that purchases with a company card must be reported too. If you cannot show a receipt for a purchase, it may be deducted from your salary.

## Related guides

- [Report purchases with the Kleer card](/en/utlagg/hantera-utlagg/utlaggsrapportering-kleer-kortetmyntkort)
- [Report purchases with an AirPlus or SEB Corporate card](/en/utlagg/hantera-utlagg/utlaggsrapportering-i-kleer-airpluseurocardseb-corporate)
- [Send in receipts from several email addresses](/utlagg/hantera-utlagg/skicka-kvitton-fran-flera-e-postadresser) (in Swedish)
- [Mileage allowance](/en/utlagg/hantera-utlagg/milersattning)
- [Per diem allowance](/en/utlagg/hantera-utlagg/traktamente)