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Register representation

Photograph the receipt, choose the right representation type and fill in participants and purpose, and Expense calculates the VAT and accounts for the representation for you.

🍽️ What you need to enter

  • 👥 The number of participants and their names
  • 🎯 The purpose of the representation
  • 🏢 The external company name (for external representation)

👉 Applies to: representation you have paid with a company card or private funds.

📷 Step 1 – Register the receipt in the app

  1. Open the Expense app and photograph the receipt.
  2. Choose Private funds if you paid yourself.
  3. Check that the reading is correct.
  4. Write a comment with the participants' names, purpose and external company name.
  5. Save.

👉 Did you pay with a company card? You get a notification when the card transaction has arrived. Check that the receipt and comment have been matched to the transaction.

🧾 Step 2 – Account for it as representation

  1. Under To Do, choose To account and then the purchase.
  2. Tap Categorize and choose Representation.
  3. Choose the right template: internal representation if only colleagues take part, external representation if any participant belongs to another company.
  4. Fill in the number of participants and any tip.
  5. Fill in participants, purpose and company. You can copy from the comment.

✅ Expense calculates the VAT and divides the cost according to the template.

💡 If there are many participants, for example at a conference, you can attach the participant list as an image instead of writing all the names.

📊 Step 3 – Split and save

  1. Tap Split at the top right. You always do this to continue.
  2. If the cost should be divided, for example across several cost centers, you split the amount. Otherwise you leave it at 100%.
  3. Tap Save.

👉 Don't see Split? Contact your administrator.

🎥 Watch the walkthrough


⚠️ Good to know

  • 🍽️ External representation: customers, suppliers, partners, for example a customer lunch or a business dinner. Always enter the company name.
  • 🎉 Internal representation: your own employees, for example a staff party, kickoff or Christmas party.
  • ⚠️ If purpose, participants or company name is missing, the expense report may need to be completed before it is approved.

❓ Frequently asked questions (FAQ)

Do I have to enter participants and purpose?
Yes, both are mandatory for representation.

Can I register representation in the app?
Yes, the whole flow can be done in the Expense app.

Do I have to use Split?
Yes, you always tap Split to continue. If the cost shouldn't be divided, you leave it at 100%.

Can I change the details afterwards?
Yes, as long as the expense report hasn't been submitted or if it has been denied. When you delete the accounting, you need to fill in participants, purpose and external company name again. Read more in Adjust an accounted transaction in the Expense app.

✅ Summary

  • 📷 Photograph the receipt and write participants and purpose in the comment
  • 🧾 Account for it as representation and choose the right template
  • 📊 Tap Split and divide the cost if needed
  • ✅ Expense calculates the VAT and accounts automatically

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