Expense claim: how to record a cost and attach the receipt

24 July 2026 · 5 min read

An expense claim is a voucher for a company purchase or outlay: it says what was bought, how much was paid and attaches the receipt. With an expense claim, the costs that belong to your business get recorded correctly in bookkeeping and the receipts stay safe. Here is how to record a cost and attach the receipt.

What an expense claim is

An expense claim differs from a sales invoice: with a sales invoice you bill a customer, with an expense claim you record your own company's outlay. When you buy a supply or a service for the company, or pay for software for example, a cost arises that belongs in the bookkeeping. An expense claim gathers this outlay's details and the receipt together, so it is easy to record and, where allowed, to deduct.

What costs belong to a company

In general terms, the outlays that belong to a company are those tied to acquiring or maintaining the business. They are a different thing from private spending. Typical examples:

Tools and supplies
Software and services you use in your work
Costs of business premises or a workspace
Travel and accommodation costs from work trips
Professional literature and training

Which costs are deductible and how they are treated in taxation depends on your activity. The line between a private and a business cost is not always clear-cut, so when in doubt ask your accountant or check with the Tax Administration. The program helps you record the cost, but the rules of taxation decide the right to deduct.

Costs and the VAT deduction

If you are liable for value added tax, the VAT included in purchases can often be deducted when the purchase relates to taxable business. This requires that the receipt or purchase invoice shows the VAT itemised. Not all tax can always be deducted, though, and the rules vary, so the exact treatment of a deduction is worth confirming with your accountant. When the receipt is kept as an attachment to the expense claim, the basis for the deduction can be shown if needed.

Why it pays to attach the receipt right away

The receipt is the proof of the cost. Without a receipt a cost can be hard to record or deduct. Paper receipts fade and get lost, and email attachments go missing. When you attach the receipt to the expense claim right away, the voucher and the receipt stay together, and your accountant gets both at once.

How to record a cost in Haimoo

Start a new expense claim and record what you bought and from whom
Enter the amount and any value added tax
Attach the receipt to the expense claim as an image or a file
Save the cost, so it is included in the material gathered for your accountant

When costs and receipts are in the same place as sales invoices, the end-of-month gathering is quick and you don't have to hunt for receipts afterwards. Expense and travel claims are part of the paid Haimoo Invoice at 11.95 euros a month plus VAT, and you can start invoicing for free. The details of deductions are always worth confirming with your accountant or the Tax Administration.