enpl

Approving costs

Drivers send in receipts from the road, you decide what counts as a company cost.

In this article · 3 sections
  1. Four states of a cost
  2. Checking a cost
  3. Where costs come from
Who it’s forOwner · Accountant
WhereCosts (Koszty)
Time neededA quarter of an hour a week

Four states of a cost

Above the list are tabs that double as the document’s path. The counter next to “Costs” in the menu shows how many are waiting for your decision.

TabWhat it means
To approve (Do akceptacji)Added by a driver, not checked by anyone yet
Approved (Zaakceptowane)Checked and accepted as a company cost
Booked (Zaksięgowane)Sent to the accountant in an export
Rejected (Odrzucone)Not a company cost — with the reason for rejection

Checking a cost

  1. 1
    Open the To approve tab
  2. 2
    Go to Details (Szczegóły)Next to the data you see a photo of the document — the one the driver took. No need to hunt for the paper.
  3. 3
    Compare the fields read with the photoSeller, NIP (tax ID), document number, issue date, net amount, VAT %. With a scanned receipt it’s worth a glance, because crumpled printouts read worse.
  4. 4
    Check the Category * and Deductible VATThe category decides where the cost shows up in reports. Whether VAT is deductible depends on how the vehicle is used.
  5. 5
    Approve or reject

With more documents, tick several rows at once and use a bulk action — month-end then gets done in one sitting.

Where costs come from

  • From the driver’s phone — a photo of a receipt on the road.
  • From an entry in the office — when the document arrived by post or email.
  • From a scan in Scan OCR (Skanuj OCR) — you upload a file and the system reads the fields.
Note

A cost in a foreign currency is converted at the NBP (National Bank of Poland) rate from the day before the document was issued. Nobody copies rates from tables.

Useful next
Receipts from a photoThe driver takes a photo, the system reads the amount and the date. The carrier bag under the seat is no longer needed.Export to accounting softwareOne file, in a format your accountant can import without retyping.
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