Help & Documentation

Pick the entry mode that fits how you have the cost to hand. They all produce the same kind of expense record afterwards.

• Manual — type the details when you already know them.
• Scan receipt — photograph a receipt; OCR reads the vendor, receipt number, amount, currency, tax rate, and date.
• Upload receipt — upload a PDF or image; same OCR, good for desktop and batches.
• Travel (Spesen) — a wizard that calculates per-diem meal and lodging allowances for a trip.

The manual form is the quickest route when you have the figures already.

1. Click 'Enter manually' on the Expenses list.
2. Enter the date, vendor, amount, and currency.
3. Enter the tax rate as a number (typically 0%, 7%, or 19%) — the net and VAT split is computed for you.
4. Choose a category and add a description.
5. Optionally link a project and use 'Attach photo or PDF' to add the receipt (JPG, PNG, HEIC, WebP or PDF, up to 25 MB — no auto-extraction here), then save.

The amount field has a Gross / Net toggle. Whichever side you type, the other one and the VAT are shown live underneath before you save.

1. Switch to Net if your receipts quote net prices. The gross is calculated from the net and the tax rate.
2. Changing the tax rate in Net mode keeps your net and moves the gross — 100 net at 19 % becomes 107 at 7 %.
3. The choice is remembered on this device, so a net-first workflow stays net-first.

Let the app read a receipt for you. Scanning uses the device camera; uploading takes a PDF or image file. Both run OCR to pre-fill the fields.

1. Choose 'Scan receipt' (camera) or 'Upload file'.
2. Scanning: tap 'Capture'. In a browser the live preview opens and 'Turn flash on' lights the receipt where the camera has a light; in the iOS and Android app, 'Capture' opens the phone's own camera. The app finds the receipt's edges, then crops and straightens it.
3. The extracted vendor, receipt number, amount, currency, tax rate, and date appear with a confidence indicator.
4. Review each field — accept it, edit it, or type your own.
5. Add the category and save.

Every expense you scan, upload, drop or share keeps its document. Open the expense and the receipt fills the left column with the booking data beside it, so the booking and the paper it rests on are read together.

1. Open any expense from the Expenses list.
2. The action bar across the top holds the status, Delete, the status changes and Save changes. Below it the Receipt card fills the left column and the booking data the right; each column scrolls on its own. On a phone or tablet the receipt comes first. Images render inline. PDFs open in an embedded viewer on a desktop browser; on a phone, a tablet and in the app every page is drawn at full width and the pages stack, so nothing scrolls sideways.
3. Click the image (or the zoom button) to see it full-size.
4. If the expense kept a separate original, a 'Download original' button appears under the preview.
5. On a draft expense, use Replace receipt to swap in a better scan or the right file, or Attach receipt when none is there yet — JPG, PNG, HEIC, WebP or PDF up to 25 MB.
6. Remove receipt (after a confirmation) takes the document off a draft that it does not belong to. The booking stays; the file itself remains in your private storage.

When you correct a vendor the OCR got wrong, the next receipt from that supplier is read correctly — with no setup and no extra step.

1. Scan or upload a receipt as usual and fix the vendor field if it is wrong.
2. Save. That correction, paired with the receipt text, is what the reader learns from.
3. The next receipt from the same supplier fills the vendor in with your spelling.

For multi-day trips, the travel wizard computes German meal and lodging per-diems (Verpflegungs- und Übernachtungspauschale) following the official BMF day rates, including reductions when meals were provided. The lodging flat rate is shown for a reimbursement claim to your client or production only: it is not added to the amount booked as your own expense, because a self-employed person may only deduct actual lodging cost. Choose "Actual lodging cost" to book what you paid.

• Full travel days get the full daily rate; arrival and departure days get the reduced rate.
• A single-day trip only qualifies for an allowance if you were away more than 8 hours.
• Provided meals cut the day's allowance (breakfast a little, lunch and dinner more).
• Germany and every country of the BMF table are covered (more than 160), with higher rates for certain cities.
• Opening a saved trip re-runs the calculator over the stored inputs and shows whether the saved total still matches.
• A finalized expense is locked: revert it to draft before editing the trip.

1. Click 'Calculate travel' and enter the trip's start and end.
2. Add each leg with its country (and city, where a special rate applies) and arrival/departure times. The country list is the BMF table of the trip's year, so a 2025 trip also offers the countries that only that year's table has. For a country the table does not list, pick the last entry, "Other country (Luxembourg rate)": the BMF rates such a trip with Luxembourg's amounts of that year.
3. Tick which meals were provided each day — they reduce that day's allowance.
4. Choose how lodging is handled: a flat per-night rate, your actual cost, or none.
5. Review the per-day breakdown and totals, then save it as an expense.
6. Open the saved expense any time to see the trip again: period, legs, meals provided, lodging, and the full per-day breakdown behind the total.
7. To change a saved trip, open the expense and choose "Edit trip" — the wizard reopens with everything as you left it and the per-diem is recalculated when you save.

Every expense is tagged with a category. Categories map to the German tax forms — the EÜR income-surplus statement and the UStVA VAT return — and carry how much of the cost is deductible.

• A set of standard German categories (SKR04-based) ships ready to use; you can add your own.
• Most categories are fully deductible; some, like hospitality (Bewirtung), are capped at 70% by law.
• The category also decides how the input VAT (Vorsteuer) is reported.
• Manage categories under Settings → Accounting → Categories.

Enter the gross amount and the app derives the net and the VAT. Foreign-currency spending is converted to euros for your books.

• Net is the gross divided out by the tax rate; the difference is the deductible input VAT.
• For a non-euro receipt, enter the exchange rate for that day to get the euro figures. Type it either way round — “1 CHF = ? EUR” or “1 EUR = ? CHF”, whichever your bank shows — with the toggle beside the field; the line under it shows the rate the other way round and what the receipt comes to in euros.
• If your bank charged a fee for the exchange, enter it in euros under the rate in ‘Bank exchange fee (EUR)’. The field is optional. The fee is added to the euro total of the expense, carries no VAT, and is shown in the line under the rate: converted amount + fee = total. It appears once the currency is not EUR.
• Only the net amount counts as a business expense; the VAT is reclaimed separately via the UStVA.
• Reduced-deductibility categories trim the net amount accordingly.

Every expense can name what it belongs to. All four links sit together on the capture form and on the expense detail page, and none of them locks when the expense is finalised.

1. Project — the shoot the cost belongs to. Picking one that already names a production company fills that in for you (it never overwrites a choice you made yourself).
2. Production company — a contact of type 'Production company'. This is who the cost gets charged to, which is not the same as the vendor you paid.
3. Timesheet day — the day in Time Tracking the cost belongs to. It used to be settable only from the day panel; now it works from either side.
4. Invoice — the invoice the cost was put on. Previously only the invoice's own 'Add expenses' picker could set this.

Tick 'Charge on to the client' on any expense you paid yourself and will put on your next invoice — parking for a shoot, a courier, a permit. Pair it with the 'Re-billed Costs' category to keep somebody else's costs out of your own figures.

1. Tick the box. The expense stays a fully deductible business expense with full input VAT — re-billing something does not change what it is for you.
2. Pick the category 'Re-billed Costs (charged on to the client)' so a shoot's parking does not land in your own vehicle or travel totals. It is not your car.
3. It shows 'Not charged on yet' until you link the invoice it ended up on, then 'Charged on'.
4. In the expenses list, tick 'To charge on (not yet invoiced)' to see everything still waiting to be billed.

When a cost is being passed on to a client, add the expense as a line on their invoice.

1. From the expense, choose 'Link to invoice' and pick the target invoice — or from the invoice editor, add a line 'from expense'.
2. The expense's net amount becomes an invoice line.
3. The expense's amount fields lock when it's finalised (any status other than draft), not when it's linked — a linked draft stays editable.

Migrate many expense documents at once from another tool (e.g. sevdesk/lexware). Open the expenses list and choose "Bulk import".

• Drop any mix of E-Rechnung (XML), PDFs, and images — one draft expense is created per document.
• E-invoices (XRechnung/ZUGFeRD, incl. hybrid PDFs) are read directly with their line items; plain PDFs and images are OCR’d and parsed by AI (needs your own AI key + receipt scanning enabled in Settings).
• The review step auto-matches each document’s line items to gear you own and links the expense to it — confirm or override per document before importing.
• Imported expenses are normal editable drafts; duplicate e-invoices are skipped and unreadable files are listed.

If you use the MCP server with an AI client, attach a receipt or vendor invoice in that chat and ask for it to go into your books. Your assistant reads the document itself, so no AI key and no on-device model is needed.

• A "waiting for review" notice appears above this list — click Review to open the same review screen a dropped file uses.
• Nothing is saved until you accept it: confidence badges, gear matching, and duplicate detection all work exactly as for a file you dropped yourself.
• Your assistant sees the original PDF or photo rather than a text scan, so faint thermal receipts usually come through better than in-app scanning.
• Line items come across too when the document has them, so gear matching still runs.
• Imports are capped at 200 pending and clear themselves after 7 days if you never review them.
• Unavailable on multi-company-accounting accounts for now.

Export the list for your records or your accountant.

• CSV — a row per expense with date, vendor, category, project, amounts, tax rate, and status.
• PDF — a tidy table with totals, honouring any filter you've applied.
• Files are stamped with the date so you can keep periods straight.