Add new receipt in web version
Login to Bezala web UI
Click on the “+ New Expense” button in the upper right corner:
3. Choose "Receipt" from the drop down menu:
4. To attach an image, you can either drag and drop it to the box or click inside the box.
Attachment File limits:
Supported file types: JPEG, PNG, HEIC, PDF
Maximum file size: 10 MB
Maximum image dimensions: 10,000 x 10,000 pixels
5. When the image is uploaded, it is time to fill in the details:
Filling in the details as specifically as possible will make your accountant’s job a whole lot easier. Bezala already fills in the details according to your settings, but you can easily change them if needed.
Note! The VAT on the Clearing Account (1777) and Representation Expenses purchases is always 0%.
You can also add another VAT and/or split receipt to several cost centers/purchase types by clicking on the "Add expense line" button (see more below).
6. When you’ve filled in all the information, click “Submit”. In the view on the left you can see whether your receipt and other expense claims are in approval or waiting to be sent to accounting.
Draft Functionality
Save as Draft: If you want to continue filling in information later you can save the receipt by clicking "Save as draft". Saves the expense without validation. Use this when you need to add information later.
Submit: Validates the expense and moves it to the approval workflow. Shows validation errors if required fields are missing.
Add a Receipt (Mobile app)
1. Click on the "+" -button and add receipt by doing one of the following:
Click "Open Camera": Take photo of receipt
Click "Select photo from gallery": Choose correct image from your gallery
Click "Upload PDF": Choose correct pdf from your phone's file system.
Make sure that the image is clear and the VAT specifications are shown.
2. Write a description of the cost.
3. Choose and select the payment method, purchase type and cost centers.
4. Check the information that you have entered and click "Submit". After submitting the receipt will be reviewed by your approver.
Tips!
We recommend adding only one receipt per receipt form.
Make sure that you save your pdf receipts in an easily accessible file in your phone/computer. Read more down below on how to send email pdf receipts directly to Bezala down below.
On the start screen you will see all of your most recent expense claims. Older expense claims can be seen via the "Archive" link in the main menu.
How to split receipt to different VATs, cost centers and purchase types
Start splitting by clicking "+add expense line"
Adding a new expense line allows you to set different VAT percentages for costs within the same receipt.
If all costs within receipt have the same purchase type and cost center, you can submit receipt, when all fields are filled in.
To continue splitting receipt to multiple cost centers/purchase types you have to press "Split".
After splitting you can select the desired cost center and purchase type to the expense line.
Did you split too much? No worries! You can cancel the split by clicking "Remove split" or the whole expense line, i.e. extra VAT-rows by pressing "Remove".
How to forward receipts from your email to Bezala
Each user has a personal forwarding email address for sending receipts directly to Bezala.
Finding your forwarding Bezala email:
Click your profile icon in the Bezala web version or Main menu icon in Bezala app.
Click "Copy email" - this copies your forwarding address to your clipboard
Save this email address to your email address book to make it easier to forward receipts in the future.
How it works:
Forward your receipt to that personal Bezala forwarding address. Please note! This specified forwarding address must be the primary recipient and not be in the CC or BCC fields.
After a short moment your forwarded receipt will appear as a draft in Bezala. Now you can fill in the information as usual and send it for approval or accounting!
Bezala creates a new receipt from each email attachment
OCR automatically extracts data from the receipt image
To make it even easier, you can create email filters that will pre-fill in the information of the receipt for you!
Tips!
Receipts can also be sent automatically from your email to Bezala's forwarding address. Instructions for setting up forwarding settings for the most common email service providers:
When Gmail sends a confirmation request for forwarding, Bezala will automatically accept it.
Email Rules
You can create email rules to automatically categorize forwarded receipts.
Email rules can set:
Description (if email contains specific text)
Purchase type/expense account
Payment method
VAT and VAT code
Cost center
Assigned user
Creating an email rule:
Go to “Automation” > “Email Rules”-tab
Click "Add a new rule"
Define the condition (text the email body must contain)
Set the fields to apply when the rule matches
Save the rule
More information: Email rules help article
OCR Automatic Data Extraction
When you upload a receipt image, OCR (Optical Character Recognition) automatically extracts:
Total amount
Date
Merchant name
VAT amounts (when visible)
Tips for better OCR results:
Ensure good lighting when photographing
Capture the entire receipt
Avoid blurry or skewed images
Use flat surface for paper receipts
Attachments
You can attach receipt images and other attachments to the receipt expense form in the following file formats:
jpeg, png, gif, heic, heif, pdf
The file size cannot exceed 10MB and the dimensions cannot exceed 10,000 x 10,000 pixels.
How Do I Delete a Receipt
You can delete your own receipts from Bezala if they have not been sent to accounting. With accountant role you can also delete transactions from other users.
Find transaction from Bezala's opening view and open the receipt form
Click on the "trash icon"-button in the upper right-hand corner
Confirm removal from the pop up. Note that after confirming, the receipt cannot be restored again.
Troubleshooting
Receipt not uploading:
Check file size (max 10 MB)
Verify file format is supported (jpeg, png, gif, heic, heif, pdf)
Try converting HEIC to JPEG if issues persist
Email forwarding not working:
Verify you're using the correct forwarding address
Ensure the forwarding address is in the primary recipient field (not CC or BCC)
Check that the email has attachments
Ensure attachments are in supported formats
OCR not extracting data:
Improve image quality
Ensure receipt text is clearly visible
Manually enter data if OCR fails
Other tips
We recommend that you do not add multiple different receipts to the same receipt form.
From the home screen, you can see which receipts are pending approval or submission for accounting.
If receipt has been sent to accounting, it cannot be edited/deleted
Video - Emailing receipts to Bezala