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This is how you apply for expense reimbursements

Guide: This is how you apply for expense reimbursements

1. First invoice your client for your work.

Also invoice the expenses from your customer and itemize them on their own lines on the invoice. This way you can make an expense breakdown, and you have the opportunity for tax-exempt travel expense reimbursements.

2. Fill in the expense breakdown in our online service.

3. Download the receipts and documents with it.

Preferably at the time of invoicing, but no later than 3 days before your salary payment. We at Eezy aim for a completely paperless office. Therefore, scanned versions of receipts and documents or photographed with a mobile camera are sufficient for us.

How to fill out your expenses

  1. Invoice the trips from your customer separately from the work invoice. After this, you can fill in the expense breakdown.
  2. Add your travel expenses under Apply for invoice-related expense reimbursements.
  3. Choose Travel by own car or Other travel. Other travel is for example a bus or a train trip. 
  4. In the Round trip field, fill in a detailed breakdown of where you departed and where you went. 
    • A round trip is a good option if you have been working at only one destination address. E.g. Home Street 1, Espoo – Client Road 2, Helsinki.  
    • If you have visited more than one address, fill in your itinerary in the Route or Map view. Specify exactly from where you departed, where you went and where you returned. E.g. Home Street 1, Espoo – Client Road 2, Helsinki – Business Road 3, Vantaa – Home Street 1, Espoo. 
  5. Each separate travel day should be recorded as a separate row, i.e. press the Add button again and add the trip according to the instructions above or use the copy option. If the business trip lasts for several consecutive days, i.e. you do not return home in between, the days can be added on the same row. 
  6. Also enter the date and time you left the starting address and returned to the final address.
  7. The service will automatically suggest appropriate daily allowances and meal allowances based on the trip you add. It is enough to check whether the proposal is as it should be, and only correct if necessary. 

Repeating trips:

If you have made the same trip daily, you can conveniently add trips to the expense breakdown at once.

  • Fill in the addresses in the Round trip or Route fields.
  • Also enter the date and time you left the starting address and returned to the final address each day.
  • Press the calendar image and select “Same daily route”. Select the time interval during which the trip was made.
  • If the trip has not been repeated on all days, in the next view you can delete days when you have not been at work, such as individual days or weekends. For example, if you have driven the same route on Monday, Wednesday, and Friday, select the days Mon-Fri from the calendar and delete Tuesday and Thursday from the Trash icon.
  • If you want to edit the departure or arrival time of an individual day, first save the correct travel dates. You can then edit the times of a single day with the expense breakdown.

How to add purchase receipts

  1. Invoice the supplies from your customer separately from the work invoice.
  2. Add supply and material expenses under Apply for invoice-related expense reimbursements 
  3. Select Receipt. 
  4. Download receipts electronically, you can either take clear pictures of them with a mobile phone or scan them.  
    • The file format is jpg or pdf. 
    • If you have more than one receipt, you should take a separate picture of each receipt so that it is clearly legible. P.S. You can download the receipt on your mobile phone in advance to our online service and when you later apply for expenses, you can conveniently add it to the correct invoice. 
    • Keep the original receipts and invoices until the salary payment just in case there is something wrong in the files you sent, and we must ask you for them again. 
    • If the currency of the expense document is other than euro, please also include, for example a document of the card transaction in euros. In this way, we ensure that the exchange rate and any commission from your card company are considered in your expenses. 
  5. What kind of receipt? Choose Supply or Other.
  6. The date of the receipt or the invoice is the payment receipt or invoice’s date. If the purchase has been made with an invoice, mark here the date of the invoice, not the date of the payment receipt on the invoice.  
  7. Add the amount and the VAT rate of the expense document.  
    • If the receipt has multiple VAT rates, add each different VAT rate purchase to a separate row. 
    • If your purchase is from abroad, select 0% VAT, regardless of the VAT rate in that country.
  8. Each separate receipt must be recorded as a separate row, i.e. press the Receipt button again and add the receipt according to the instructions above. 

Expenses are processed during salary payment and if, for example, your expenses need clarification, we will contact you. If necessary, you can give us more information about the receipts on our online service or by e-mail palkat.kevytyrittajat@eezy.fi or by phone 09 4247 5635.

It is good to remember that the expense reimbursements paid to you are not salary and will not appear on your salary certificate. We report to the income register the salaries paid for the work you do, as well as tax-exempt and taxable expense reimbursements.

If you need help, please do not hesitate to contact us.