All expense reimbursements you apply for must be verifiable, i.e. submit receipts and necessary documents as attachments.
Instruction valid from 1 January 2024.
When you create your own invoice, we accept expenses related to work performed up to 2 months old. Expenses can no longer be added if the invoice for the work has already been sent to the customer.
Note! Biila Go Driver´s has its own instructions here.
Reimbursements are shown on the customer's invoices, separated on their own lines. As an example, the image below, where the expenses incurred immediately from the work are added to the invoice and are included in the pre-agreed total charge. For example, paints, wallpaper or cleaning supplies that the customer does not pay for, but they can be handled through Omapaja.
Please check that the value-added tax-free amount to be invoiced to the customer is greater than the amount of your expense reimbursement.
Expenses related to business travel based on receipts
An expense can be reimbursed to you tax-free if you have agreed on it in advance with your customer. These include, for example, work-related bus tickets, taxi rides, or accommodations. You must pay the expense yourself first, and it will be reimbursed to you based on the actual amount. Always attach a copy of the receipt. If it is a travel ticket, ensure that the receipt shows the paid amount, the VAT portion, and information on how the ticket was paid. Tax Administration's guidelines on tax-free travel expense reimbursements.
Expenses directly caused by work
If you invoice material and supply costs from your customer, always agree on these in advance. Always attach a copy of the receipt. These are taxable income, which can be processed in payroll without withholding tax. Please handle these as income-generating expenses in your own taxation. General income-generating expenses that cannot be deducted through Omapaja include, for example, rental costs for premises, storage, and vehicles, work clothes and footwear, tools, fuel costs, office supplies, phone and internet costs, and marketing expenses, etc. Tax Administration's guidelines on reimbursing costs incurred from work.
For more information from Tax Admisnistration here
Instructional video for adding an expense allowance to an invoice
In finnish