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Simplify your expense claims with Fiduly

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Manage your expenses with Fiduly

This guide explains how to manage your expense claims, expenses and supplier invoices in Fiduly. You will find the steps to create an expense, choose an expense category, manage VAT, attach a supporting document and use the Fiduly mobile app to photograph your receipts and invoices.

Expenses recorded in Fiduly can then be linked to your accounting, accounting entries and, if your company is subject to VAT, to your VAT statement.

To go further, also see the guides managing accounting in Fiduly and managing VAT with Fiduly.

Create an expense

In the navigation menu, choose “Expenses”.
Complete the expense and choose the account on which to post each item in the invoice.
  • Choose the VAT on each item. There are 2 types of VAT IPI (investment) and IPM (standard). As a general rule if the expense count starts with 4, choose IPM, otherwise choose IPI.
  • Fiduly automatically calculates the amount of VAT. Then enter the price of the item. By default the price must be entered including VAT. You can choose to enter the net price (excluding VAT) by checking the “Net prices” checkbox.Then download a copy, pdf or a scan of the invoice / fact sheet for archiving. The document appears at the bottom of the page to make it easier for you to copy the values.Save.
  • Whether it’s an expense report or an expense paid on purchase. Click on “This is an expense report (paid on purchase)” and choose the account with which you paid the invoice (“Cash – till” or “Credit card”). If you have advanced this payment to your company, then choose the “Debt to shareholder” account.

Create a supplier invoice

In the navigation menu, choose “Expenses”.
Fill out the invoice and choose the type of expense in the “choose a category” menu.
Add an accounting document and save.

Configure custom expense categories

Fiduly offers you to abstract the accounting chart by defining more user-friendly expense categories and links them to corresponding  account in the chart. Thus, when you enter your expenses, you will have more “readable” categories than on an accounting plan.Choose “Parameters” in the Navigation menu then select the “Expenses” tab
To the question “Would you like to use more user-friendly expense categories?” », Click on yes.And choose the corresponding expenses.

Attach a supporting document to an expense

When you edit an expense such as an expense report or a supplier invoice, you can attach an accounting document such as a pdf document, a scan or a photo.To do this, press the paper clip icon
A new window will appears and allows you either to choose a file from those in your document vault, or to upload a new file.On mobile phones and tablets, by pressing “choose file”, your device offers you the option to take a photo, or to choose from existing photos in your albums.you can attach multiple files.

Scan a supporting document with the Fiduly mobile app

The Fiduly mobile app helps you manage your supporting documents more easily when you are on the go.

From your phone, you can:

  • take a photo of a receipt or invoice;
  • add the supporting document to an expense;
  • send the document to your document vault;
  • find your documents later from your computer or mobile device.

As soon as a purchase is made, you can take a photo of the supporting document and immediately add it to the corresponding expense. This helps you avoid lost documents, forgotten receipts and duplicate entry later.

The Fiduly mobile app works like a modern web app and gives you quick access to your essential features from your phone.

Frequently asked questions about expense claims with Fiduly

Open the “Expenses” section, enter the expense information, select the correct category, add the supporting document, then save.

Yes. You can attach a PDF, scan or photo to an expense, expense claim or supplier invoice.

Yes. The Fiduly mobile app allows you to photograph your supporting documents and add them more easily to your accounting.

An expense claim generally corresponds to an expense paid or advanced at the time of purchase. A supplier invoice corresponds to an invoice received from a supplier for the company.

Yes. Fiduly allows you to use clearer expense categories linked to the accounts in the chart of accounts.

Yes. Expenses recorded in Fiduly can be linked to accounting accounts, supporting documents and accounting entries.

Yes. If your company is subject to VAT, expenses can include the VAT information needed for your accounting and VAT statements.

Resources related to Fiduly expenses and accounting

To go further, also see the guides related to accounting, VAT, balance sheet and invoicing.