Guidelines effective from January 1, 2024.
When you create invoice, we accept expenses related to work performed up to 2 months ago at most. Expenses cannot be added if the invoice for the work has already been sent to the customer.
Note! There is a separate guideline for Biila Go drivers here
Expenses and travel reimbursements are itemized on the customer's invoices on their own lines. Please ensure that the amount billed to the customer is greater than the total of travel and expense reimbursements. All expenses or travel reimbursements you apply for must be verifiable, so provide receipts, travel logs, or other necessary documents as attachments.
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.
Travel allowances
Agree with your client on the payment of travel reimbursements before invoicing begins, so that they can be reimbursed to you tax-free. Travel reimbursements include mileage allowances and daily allowances. Travel reimbursements paid tax-free should not be deducted again in your own income tax return.
If the journey is between your home and your main workplace, you can claim mileage allowances in your own taxation. Only trips directly to the worksite or to the client qualify for tax-free travel reimbursement through the invoicing service.