Create electronic expense claim

Disclaimer

All screenshots in the article were taken in the Dutch version of Yuki.

The electronic expense form makes it easy to record and submit expenses you’ve paid out of pocket. This form is ideal for:

• Saving time and money: Collect small receipts on a single form instead of scanning and uploading them individually.
• Supporting employees: Give employees the ability to submit their business expenses digitally and in a clear, organized manner.

Permissions and roles

Users linked as employees

 They can fill out an expense claim.

Management

They can fill out an expense claim and submit it, after which it will be added to the payment list (if applicable).

Access to Expense claim

To access:

• click on the PO Box icon in the navigation bar
• in the now-opened sceen, under Forms click on Expense claim.

OR

• click on the HR icon in the navigation bar
• in the now-opened screen, under Actions click on Expense claim.
  
  

Expense claim

AVAILABLE USER ACTIONS

From this screen, a user can:

• fill in the general information on the expense claim
• add expense claim lines
• review and submit the expense claim.

Fill in general information on expense claim

Enter the general information in the top section of the screen:

• Company: This field is only visible if there are multiple administrations active in your domain. Select the correct administration here where the costs should be posted.

• Employee: Select the employee to whom the expense claim should be reimbursed. Note: The employee must already be set up in the HR functionality.

• Bank account: Enter the IBAN number to which the amount should be refunded.

• Description: Give the expense claim a clear name (this will be the document name in the Archive, e.g., “December 2026 Expense claim”).

• From date / To date: These dates are provided for informational purposes only to indicate the period during which the expenses were incurred.
  
  

Add expense claim lines

Next, enter an expense claim line for each receipt or expense:

• Expense type: Select the type of expense. This automatically determines which expense account the entry will be posted to.

• Invoice amount: Enter the total amount (including VAT and any tip). The amount is always reported in euros.
  
  Foreign currency
  Did you pay in a different currency? If so, convert the amount to euros first. You can use Yuki’s currency converter, located at the top right of every screen.
  
  

• VAT amount: Enter the exact VAT amount from the receipt (or the portion you are eligible to claim back).
  
  ATTENTION!
  The tacx authorities will not accept certain types of VAT, such as the VAT on cigarettes listed on a petrol receipt.
  
  

• Decription: Optionally, add a note (e.g., the name of the client you had lunch with).

Save expense claim as draft

Are you done, but is the expense claim not yet complete? If so, click on the Save button. The expense claim will be marked as a 'Draft' and will be securely saved in the Human Resources/Expense claims' folder without being processed immediately.

Review and submit expense claim

Once the expense claim is ready for final processing and payment, a user with the 'Management' role must submit it. This can be done in two places:

• Via the Archive
  • click on the Archive icon in the navigation bar and click on File cabinet
  • open the Human resources folder and go to the Expense claims tab
  • click on the arrow (>) next to the relevant expense claim to open it
  • click on the Edit button and then click on the Send button.
    
    
    
• Via Tasks (for Managers)

  When a manager is assigned on the Employee tab, they are automatically assigned the task 'Approve expense claim'.

  • click on the Calendar icon in the navigation bar and then click on Tasks
  • click on the arrow (>) next to the task 'Approve expense claim'
  • click on the name of the expense claim to open the document.
  • click on the Edit button and then click on the Send button.
    
    

Submitted expense claim entry

As soon as the expense claim is submitted, Yuki automatically performs the following actions:

• Archiving: The document is permanently saved in the employee’s folder under 'Human Resources/Expense claims'.
• Financial processing: By default, an outstanding item is created for the employee in the GL account ‘20000 CA employees’. The expenses (including VAT) are posted to the corresponding expense accounts.

Exception

If an employee is also registered in a company as the owner, partner, or director of that company, an expense claim is not posted to the CA employees account:

• Sole proprietorship, general partnership (VOF), or professional partnership (Maatschap): expense claims from the owner, partners, and associates are posted as ‘private deposits’.
• BV / NV (and other legal forms): expense claims from the director(s), such as a managing director, shareholder, etc., are posted to the correct Current Account (CA).

IMPORTANT!

Ensure that the correct individuals are properly linked as owner, partner, or director in the legal form section of the administration profile. This allows Yuki to automatically create the correct GL accounts (“Private…” or “CA…”).

Store physical receipts

The tax authorities require you to keep the original receipts. You may store them digitally or in a physical folder at the office.

Do you want to store the receipts digitally as attachments in Yuki? If so, follow these steps to prevent them from being accidentally processed twice (and incurring extra costs):

• Create a custom tab in the HR folder (e.g., Attachments)
• Scan the relevant receipts (e.g., as a single combined PDF file) and upload this file directly to the “Attachments” tab you just created
• Give the upload a clear description that explicitly refers to the subject or date of the corresponding expense claim.