> ## Documentation Index
> Fetch the complete documentation index at: https://docs.aourly.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Creating Expenses
> Learn how to create and track business expenses in Aourly, including multi-line expenses with VAT and receipt uploads.
Tracking expenses is essential for any freelancer or sole proprietor. Whether it is a train ticket for a client meeting, software subscriptions, or materials for a project, Aourly helps you record, categorize, and (when applicable) bill expenses to clients.
## Before You Begin
To create expenses, you need:
* Access to Aourly as an owner, coordinator, or performer
* For billable expenses: an Active gig to link the expense to
* The receipt (physical or digital) for the expense
## Step-by-Step: Creating an Expense
### 1. Open the Expenses Page
Click **Expenses** in the sidebar. The overview shows all your expenses, with filters for status and type. You can also use the dashboard quick action to jump directly to the creation form.
### 2. Start the Creation Form
Click **Create Expense** in the top-right corner.
### 3. Choose the Expense Type
Select one of two types:
* **Billable** (External): Expenses you will pass on to the client, such as travel for a client meeting or materials purchased for their project.
* **Non-billable** (Internal): Expenses your business bears, such as office supplies, software subscriptions, or general business costs.
The type determines whether the expense can be included on a client invoice. See the [Expense Types & Categories](expense-types-and-categories) guide for detailed guidance.
### 4. Select a Category
Choose the most appropriate expense category. Categories help organize your expenses and make reporting easier. Your company can configure custom categories to match your business needs.
### 5. Link to an Gig (Billable Expenses)
For billable expenses, select the gig this cost relates to. This determines:
* Which client will be billed
* Which invoice the expense will appear on
* The currency (inherited from the gig if not overridden)
Non-billable expenses can optionally be linked to an gig for internal cost tracking, but it is not required.
### 6. Add Expense Rows
Each expense has one or more rows. A row represents a single line item:
| Field | Description |
| ------------ | ---------------------------------------------------- |
| **Amount** | The cost of the item (in the smallest currency unit) |
| **VAT Rate** | The applicable VAT percentage |
**Single-row example**: A taxi ride for 350 SEK at 6% VAT -- one row.
**Multi-row example**: A business dinner receipt with:
* Food: 890 SEK at 12% VAT
* Beverages: 210 SEK at 25% VAT
Two rows capture the different VAT rates accurately.
### 7. Set the Currency
Select the currency for the expense. This is typically SEK for domestic expenses but can be set to any supported currency for international purchases or business travel.
### 8. Write a Note
Add a descriptive note explaining:
* What was purchased and why
* Who it was for
* The business purpose
Good notes help during bookkeeping and if the expense is ever questioned by tax authorities.
**Good note**: "Client lunch with Maria from TechCorp to discuss Q2 project scope. 2 attendees."
**Weak note**: "Lunch"
### 9. Upload the Receipt
Attach a photo or scan of the receipt. You can upload an image file or a PDF. For Swedish bookkeeping compliance, the receipt should show:
* The seller's name and organization number
* The date of purchase
* What was purchased
* The amount including VAT
* The VAT breakdown (if applicable)
### 10. Save
Click **Create** to save the expense. It starts in **Unhandled** status, ready for review.
## Expense Margin (Markup)
For billable expenses, you can apply a **margin** (markup). This is an additional amount added on top of the actual cost when invoicing the client. The margin is configured on the gig as a general markup percentage.
**Example**: You buy materials for 5,000 SEK and the gig has a 10% markup. The client is invoiced 5,500 SEK (5,000 + 500 margin).
The margin is stored separately from the expense amount, so you always see the actual cost and the billing amount.
## Expense Participants
For shared expenses (like a team dinner or a meeting with multiple attendees), you can add **participants**. Each participant has:
* A **name**
* An optional **company** affiliation
Participants are important for Swedish tax deductions on representation expenses. Skatteverket requires documentation of who attended a business meal or event.
## Tips for Expense Management
### Log Immediately
Create expenses as soon as they occur. Snap a photo of the receipt with your phone and upload it right away. Paper receipts fade, get lost, or become unreadable over time.
### Use Correct VAT Rates
Swedish VAT rates:
* **25%**: Standard rate (most goods and services)
* **12%**: Food, hotels, camping
* **6%**: Books, newspapers, public transport, cultural events
* **0%**: Exports, certain financial services
Using the correct VAT rate is essential for accurate bookkeeping and VAT reporting.
### Separate Personal and Business
Only log genuine business expenses. Mixing personal and business costs creates bookkeeping problems and potential issues with Skatteverket.
### Review Regularly
Check your expense list weekly. Ensure all receipts are attached, categories are correct, and billable expenses are linked to the right gigs.
Log expenses as they happen. Waiting until the end of the month means lost receipts and forgotten details.
The total expense amount is calculated from the sum of all expense rows. Margin (markup) is added on top for billable expenses.
Always attach a receipt for expenses you plan to deduct. Swedish tax authorities (Skatteverket) require receipt documentation for all business deductions.
## Frequently Asked Questions
Yes, technically you can. However, for Swedish bookkeeping and tax compliance, you should always attach a receipt for deductible business expenses.
Expense rows are individual line items within an expense. Each row has its own amount and VAT rate. This is useful when a single receipt contains items with different VAT rates (e.g., food at 12% and a book at 6%).
Yes, you can edit expenses that are in Unhandled status. Once an expense is Handled or Paid, changes may be restricted.
Only billable expenses need to be linked to an gig (so they can be invoiced to the client). Non-billable expenses can optionally be linked for cost tracking purposes.