Expense management

Capture supplier invoices and receipts by upload or e-mail, register them as purchases, and handle employee expense reports and business trips in Nordlet.

Expenses are what a business pays for: supplier invoices, receipts, travel and the costs employees pay first and claim back.

Each expense has to be recorded with the right amount, the right VAT and the right account. VAT is the tax included in most purchase prices in Europe; a business that is registered for VAT can usually claim it back.

Nordlet reads supplier documents for you, turns them into purchase invoices and posts them to your books. The money you owe suppliers is called accounts payable.

Capturing documents

Upload. You upload a supplier document: a PDF, an image, a Word or a PowerPoint file, up to 10 MB.
Reading. Nordlet reads it and fills in a draft: the supplier, the dates, the totals and the lines.
Supplier match. Nordlet looks for the supplier among your partners by VAT code, then by partner code, then by name.
E-mail intake. Your company gets its own intake e-mail address. Forward supplier invoices to it and the attachments appear on the capture page. They can be read as soon as they arrive.
Peppol. With your own Peppol access point, e-invoices your suppliers send you also appear among the captured documents. See the Peppol guide.
Review, then save. You check the draft and save it. Nordlet creates a purchase invoice, or a credit note, and attaches the original document.

The document capture FAQ explains the intake address and automatic reading.

Registering purchases

A purchase invoice starts as a draft. Registering it posts it to your books.

Accounts. Each line goes to an expense account: the one on the line, else the one on the item, else the one on the operation type, else the company default. See the operation types guide.
VAT. The VAT is booked as VAT you can claim back. A company that is not registered for VAT books it as part of the cost instead.
Reverse charge. Some cross-border purchases carry VAT that the buyer must charge on itself. Nordlet books both sides. See reverse charge VAT.
Costs spread over months. A line for a period, such as a yearly insurance, can be booked as a prepaid expense and released month by month.
Stock. Goods on a purchase invoice can go straight into a warehouse.
No double entry. The same document number from the same supplier is refused.
Supplier credit notes. A supplier credit note is registered against its invoice and lowers what you owe.

For larger buys you can use a purchase order: it is submitted, approved, and then the goods are received against it.

Employees and travel

Expense reports. An employee's spending is recorded in a numbered expense report. Each line goes to its account and the VAT to input VAT. The report settles the cash advance the employee was given.
Cash advances. Nordlet shows, per employee, the advances given, the amounts returned and the open balance.
Business trips. You set a daily allowance per destination country. A trip gets its days and its allowance from that rate.
Into payroll. The allowance of an approved trip is added to that month's payroll run without tax. See payroll.

Paying suppliers

A registered purchase invoice can be paid from the bank and matched to the bank line.
It can also be paid in cash with a numbered cash disbursement, which updates its paid status.

Frequently asked questions

Do I have to type in every supplier invoice?

No. Upload it or e-mail it to your intake address. Nordlet reads it and you check the draft.

Is a captured document booked straight away?

No. Saving a capture creates a draft purchase invoice. It is posted to your books only when you register it.

Can I delete a purchase invoice?

Only while it is a draft. A registered invoice is corrected with a credit note.