Expenses

8 questions

What is the Expenses module for?

The Expenses module lets you record all your supplier invoices, expense notes and professional purchases. You can attach the original PDF, specify the supplier, VAT, and classify each line by cost category (telecom, rent, software...). Everything is centralised for your accountant.

Was this answer helpful? Yes No Thank you for your feedback.

How do I record an expense?

Go to Expenses, click "New expense". Select a supplier (or type their name), enter the invoice date, add lines with amounts and VAT rates, then attach the PDF if you have it. Save — the expense is stored and visible in your summary.

Watch the video · 2:27

Was this answer helpful? Yes No Thank you for your feedback.

What is the category of an expense line?

The category is the accounting cost type, office supplies, telecom, software, rent... It is used to generate the annual summary by cost type, useful for your accountant and your tax return. It is entered on each line of the expense.

Was this answer helpful? Yes No Thank you for your feedback.

How do I see the annual expense summary?

In the Expenses module, click the "Annual summary" button. You will see the total excluding VAT, VAT and including VAT per category for the chosen year, with a quarter filter (Q1 to Q4). You can also download all PDF invoices for the year as a single ZIP file for your accountant.

Was this answer helpful? Yes No Thank you for your feedback.

How do I automatically scan a receipt or supplier invoice?

From the Expenses module, click "Scan a receipt". You can upload a PDF, JPEG or PNG. OCR automatically analyses the document and pre-fills the supplier, date, amount and VAT. Review the extracted information, adjust if needed and save. The original file is automatically attached to the expense.

Watch the video · 1:35

Was this answer helpful? Yes No Thank you for your feedback.

Can I import expenses in bulk from an Excel or CSV file?

Yes. From the Expenses module, click "Import". Download the provided Excel template, fill in your expenses (date, supplier, amount, VAT, category), then upload the file. Ledgerly validates each row and creates the corresponding expenses in one operation. Invalid rows are flagged with the error reason.

Was this answer helpful? Yes No Thank you for your feedback.

How do I snap a receipt with my phone?

Open Ledgerly on your phone and tap the camera button (bottom right), or go to Expenses and choose “Snap a receipt”. Take the photo: Ledgerly reads the receipt and prepares the expense. Under “Recent receipts”, tap “Review and save”, check the fields and save. The photo is attached to the expense as a PDF. Without signal, the receipt stays on the phone and is sent automatically as soon as you are back online.

Watch the video · 0:45

Was this answer helpful? Yes No Thank you for your feedback.

How do I install Ledgerly as an app on my phone?

No app store is needed. On iPhone or iPad, open Ledgerly in Safari, tap the Share button, then “Add to Home Screen”. On Android, Chrome offers “Install app”, or use the “Install the app” button on the capture screen. On a computer, scan the QR code on your dashboard or profile with your phone. Are my photos protected? Yes: they are converted to PDF without location data, encrypted and visible only to you. Receipts that are never saved are deleted after 30 days.

Was this answer helpful? Yes No Thank you for your feedback.