1. What is expense splitting?
Expense splitting allows you to allocate a single expense across multiple expense accounts, cost centers, or projects. This is useful when one purchase or trip serves multiple purposes or departments.
2. Which expense types support splitting?
Receipts (Yes): A receipt is the only expense type that can be split between multiple Purchase Types (expense accounts), Cost Centers, Projects, or other dimensions. Each expense line on a receipt can have different allocations.
Per Diems (i.e. daily allowance) (Yes): Please ask our support to activate this feature for your Bezala environment, if you need it. You can now split a per diem form to different Cost Centers, Projects, or other dimensions by percentage (%).This means that the total amount can be split e.g. 40/60 or 50/50 etc., where total percentage split needs to be 100%. Note that you cannot split a multi-country per diem by country to different cost centers.
Mileages (No): One mileage form cannot be split between different Cost Centers or Projects. If you need to allocate mileage to multiple Cost Centers or Projects, you must create a separate mileage form for each allocation.
3. When to use split expenses
A purchase includes items for different departments
Travel expenses span multiple projects
An expense has both deductible and non-deductible portions
A per diem covers a trip that should be distributed across cost centers/projects by percentage
Swedish representation: automatic split when VAT deduction limits are exceeded
4. How to split a receipt
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".
4. After splitting you can select the desired cost center and purchase type to the expense line.
5. Did you split too much? No worries! You can cancel the split by:
a) clicking "Remove split" or b) the whole expense line, i.e. extra VAT-rows by pressing "the trash icon".
5. How to split a per diem
Please ask our support to activate this feature for your Bezala environment, if you need it.
Unlike receipts, per diem splitting is percentage-based and applies to Cost Centers and Projects, not to different countries in e.g. a multi-country per diem.
Start split by clicking "+Add Expense Line".
Fill in the information correctly.
Fill in the cost center. The split (see 1.) will automatically split the per diem in equal sized parts (i.e. 50/50, 33/33/34, 25/25/25/25 etc.).
You can manually change the percentage for the split, but the total must add up to 100%, otherwise an error message will appear*.
Did you split too much? Click the trash icon to delete the split.
*Note that we can only split by whole percentage points, so a cost split in e.g. three parts needs to e.g. be split 33%, 33% and 34%. The same error message will come as in 2b., if you try to split it in 33.33% parts.
6. Allocation methods
Fixed amount (receipts): Enter specific amounts for each expense line. The sum must equal the total receipt amount.
Percentage-based (per diems and some receipt scenarios): Define what share of the total each Cost Center or Project receives. Used for per diem splitting and for some integrations such as Swedish representation rules, where percentage splits are calculated automatically based on VAT limits.
7. Cost center selection on split expenses
Each expense line can have different cost center selections. If your company uses multiple dimensions (e.g., Project, Department, Cost Center), select values for each dimension per line.
8. Approval cycles for split expenses
When a receipt has multiple expense lines, each expense account and cost center can have its own approval cycle, and all applicable approvers are added to the approval workflow. The same applies when a per diem is split across cost centers — all relevant approvers are included.
9. Expense summary display
When viewing expense summaries, split receipts show the total amount with only the first expense account displayed.
10. Working with mileages across multiple locations
Adding waypoints to a single trip: If you're traveling to multiple locations during the same trip, use the waypoint button to add additional stops to the same mileage form. This creates one continuous route.
The distance filled in should be the total distance for the whole trip (start to finish). If this is unknown, you can instead fill in the distance between addresses by clicking “+Add another mileage” and putting the distance between addresses for every new line.
Splitting trips with different passengers: If you have different passengers in your vehicle during different parts of the same trip, use the "+ Add another mileage" button to split the trip into separate sections. Each section can have different passenger information.
11. Creating multi-country per diems
If you visit several countries during the same trip, you can create a multi-country per diem by clicking the "+ Add another country" button on the per diem form.
For detailed instructions, see: New daily allowance | Bezala Help Center
12. Key points to remember
Receipts support splitting across multiple Purchase Types, Cost Centers, and other dimensions.
Per diems support percentage-based splitting across Cost Centers, Projects and other cost center dimensions.
We can only split by whole percentage points.
Mileages require separate forms for each Cost Center or Project allocation
Use waypoints for continuous trips with multiple stops
Use "+ Add another mileage" for trips with changing passengers or when you don't know the total distance and need to enter distances between addresses
Use "+ Add another country" for multi-country per diems
FAQ
Can I split a per diem?
Yes, but remember to ask our support to activate this feature for your Bezala environment, before you begin. Per diems can now be split by whole percentage points between different cost centers and other cost center dimensions. See above section 5.
Can I split a mileage?
No. Mileage forms use a single Cost Center or Project per entry. To allocate mileage to multiple cost centers, create a separate mileage form for each.
What happens if the split amounts don't match the receipt total?
The form will show an error. The sum of all expense lines must equal the total receipt amount.
What happens if the per diem percentages don't add up to 100%?
The form will show an error. All percentage splits must total 100% before you can submit. You cannot split by partial percentage points (e.g. 33.33%), you can only split by whole percentage points (i.e. three equal parts would be 33%/33%/34%).
Can different expense lines have different approvers?
Yes. Each expense account and cost center can have its own approval cycle, and all applicable approvers will be included in the workflow.