As a business owner, it's essential to keep track of all your purchases to maintain an overview of your expenses and ensure they're accurately processed in your accounting. This helps you calculate your costs, tax deductions and monitor your cash flow. 

In Teamleader One, you can receive incoming Peppol invoices and manually upload expenses to your Expenses. In this article, you will learn how the different types of expenses are displayed in your overview.

Peppol expenses

To receive Peppol invoices, you must first activate Peppol in your account. To do this, go to Settings and follow the steps to enable Peppol for incoming invoices. Once Peppol is activated, incoming Peppol invoices from suppliers will automatically appear in your Expenses overview. This saves you from having to manually upload and enter data.

Good to know: when a new Peppol expense enters your account, you will receive an email informing you about the new Peppol invoice:

When you click on a new Peppol expense, you have the choice to Accept or Reject the expense.

• If you select Reject, you will see a screen where you can enter a rejection note (the reason for rejection). That message will be automatically sent back to your supplier.

• If you select Accept, your supplier will also receive a message about this.

At the top of the detail page of a Peppol expense, you will also find the UBL and PDF buttons to view the two different file types. We ourselves always generate a view based on the UBL file. The PDF button is only available if the supplier has also included a PDF file.

You can further manage the Peppol expense by adding payments using the Paid and Payments buttons. This indicates that you have paid the expense. The tool offers the option to register payments in instalments by adding different amounts.

Other expenses

Manually registering expenses in Teamleader One is very easy and can be done on the Expenses page:

1. Click on the Upload expenses button.

2. Select Upload your expenses to choose your file.

3. Click OK to confirm the upload.

Good to know: 

• Your file can be up to 400 MB in size.

• We support the file types .pdf, .jpg, .jpeg and .png.

The tool automatically fills in the details from the invoice. If you need to make any changes, simply click on Edit. You'll then have the option to adjust amounts, dates, names and more. Once you've made your changes, you can Save the expense.

You can further manage the expense by selecting from the following options:

• Finalise: Add the expense to your accounts.

• Paid and Payments: Indicate that you've paid the expense. The tool allows you to record partial payments by adding different amounts.

• Download: Save a copy of the expense to your computer. This can be done both before and after finalising the expense. Would you like to download several documents at once? Find out here how to do it.

• Delete: Remove the expense if it's no longer relevant for your accounting. This can only be done before the expense is finalised.

  Please note: You can only delete expenses that have not yet been paid or synchronised with your accountant. If you have added payments already, you can easily delete them by clicking on the Payments button. You can then delete the expense.

• Back to draft: This option is available after finalising the invoice, allowing you to make adjustments to your expense.

Exporting expenses

Would you like to download multiple documents at once for your own records or for your accountant? You can do this using the export function in the overview:

1. Go to the overview of your Expenses.

2. Use the checkboxes on the left to select the documents you want.

3. The Export button at the top of the overview will now become clickable. Click on it.

4. You will receive a ZIP file containing your export. 

   Export format: We export documents as UBL where possible. If there is no UBL file, the PDF will be included in the export.

Please note that the checkboxes next to your expenses are for the export function only. You cannot perform a partial synchronisation with these.

What is the status of my expenses?

Your expenses can have different statuses, depending on the processing and payment. More information about the statuses can be found in this article.