---
description: How to submit expense claims for reimbursement
---

# Submitting expenses

To submit expense claims, you can use the Xero Me mobile app ([iOS](https://apps.apple.com/au/app/xero-me/id991901494) or [Android](https://play.google.com/store/apps/details?id=com.xero.payday\&pli=1)), or via the Xero website. See [travel-and-expenses](policies/travel-and-expenses "mention") for details of what kinds of expenses can be claimed.

You should attach a copy of the receipt to the expense claim.

{% hint style="warning" %}
PDF receipts can be uploaded via the mobile app. Trying to upload them via the website doesn't seem to work.
{% endhint %}

### Expense claim fields

| Field              | Usage                                     |
| ------------------ | ----------------------------------------- |
| Amount             | Amount of expense                         |
| Description        | Name of event/conference/trip/thing       |
| Spent at           | Name of vendor/business purchase was made |
| Spent on           | Date of purchase                          |
| Account            | See below                                 |
| Tax                | Will usually update automatically         |
| Consultant         | Your name                                 |
| Company            | Pick appropriate one from the list        |
| Assign to customer | Only use this if you've been asked to     |
| Label              | Leave blank                               |

The **Consultant** and **Company** field are in the **Optional fields** section (which is collapsed by default on the mobile app).

### Account suggestions

Jayne can fix this up if you pick the wrong one, but these are commonly used values for the **Account** field:

| Example expense                                    | Account                      |
| -------------------------------------------------- | ---------------------------- |
| Exam/certification                                 | Staff training & development |
| Laptops                                            | Computer Equipment           |
| Personal software license bought using shop points | IT expenses                  |
| Local or interstate conference registration fee    | Staff Training & Development |
| Local or interstate conference meals               | Travel - National            |
| Interstate conference travel                       | Travel - National            |
| Overseas conference registration                   | Staff Training & Development |
| Overseas conference meals, travel                  | Travel - International       |

### Example

<figure><img src="https://1433628967-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FazHLjJzFRgpNtF3p9lmK%2Fuploads%2FuIC64cbuvbB1qHkq0NC3%2Fexpense%20screenshot.jpg?alt=media&#x26;token=1fe2b4dd-eb4d-42e5-97e4-ccc810661e63" alt="Screenshot of Xero Me app showing expense claim with fields filled in" width="295"><figcaption><p>Mobile App expense</p></figcaption></figure>
