You've just bought office supplies using the company's shared credit card. You photograph the receipt and register the expense in our new app, just like always. But since you never paid the money yourself, how does the travel expense claim know that you shouldn't still be reimbursed via your salary?
Now you can mark the expense as "Paid by the company".
How the "Paid by the company" toggle works
In the expense form, just below the fields for purchase date, total amount and VAT, you'll find the "Paid by the company" toggle. Underneath it, it clearly states what happens if you turn it on: "The amount is deducted from the travel expense claim and will not be paid out." If the toggle is on, the expense is still included in the travel expense claim as usual, but the amount is never paid out to you – because the company has already covered the cost.
Already pre-set when needed
You rarely need to think about the toggle yourself. Depending on the type of expense you're registering, it may be set differently:
- For expenses the employer always covers, the toggle is already turned on and locked. You can't turn it off, and you don't need to do anything.
- For expenses that are usually paid by the company but can vary, the toggle is visible and turned on by default – you can turn it off yourself if you did end up paying privately.
- For expenses where it can vary the other way, the toggle is visible but turned off by default, and you choose whether to turn it on.
- For regular expenses where you almost always pay yourself, the toggle isn't shown at all, since it isn't needed.
If you change the expense type while registering it, the toggle updates immediately based on the new type, so it always matches what you're actually registering.
Same rules when you edit a saved expense
If you open an expense you've already saved, to change something before it's submitted for review, exactly the same rules apply to the toggle as when you first registered it. What you see and can change always depends on the expense type, whether the expense is new or already saved.
No risk of having to correct money afterwards
Previously, an expense that was already paid by the company could still be included in the payroll transfer as if you had paid the money yourself. Then both you and the payroll administrator had to sort it out afterwards – often by having the money paid back. With the "Paid by the company" toggle clearly marked, you both know from the start that the amount shouldn't be paid out, so the travel expense claim is correct right away and nothing needs fixing afterwards.
The feature is already available in our new app today. Next time you register an expense the company has already paid, keep an eye out for the "Paid by the company" toggle in the expense form!
