Yes, you can easily add expenses to your invoice!
When you make an invoice, the invoice form has a separate expense section. You can deduct various work-related expenses here and charge them from your customer if you wish. You can also only enter expenses for which no withholding tax will be deducted when calculating your salary i.e. you receive them as tax deductions. (If you don't want to charge your expenses from your customer, uncheck the box next to 'Automatically add to invoice.')
NOTE! Mark the expenses in the space provided on the invoice form before accepting the invoice and send us the necessary expense documents. If necessary, we will ask you for further clarification, in which case you will have two weeks to correct and complete the requested entries before rejecting the costs. Remember that the costs must be paid when you add the costs to the invoice.
Please add each expense receipt to its own expense entry. The invoice and payment receipt must be added as one file to the expense entry. Please note that the expense must have been paid before we accept it tax-free through UKKO.fi.
What expenses can be deducted?
Expenses to be taken into account as a deduction for tax purposes are the costs of supplies and materials related to the work, as well as travel expenses.
See more detailed instructions regarding the taxation of travel expenses:
Please note that e.g. the following expenses are not deductible through us:
- Repsresentation or restaurant expenses
- Tools, equipment and workwear
These are not deductible because they involve the possibility of private use. Receipt going through us, the purchases would also be transferred to our accounting ownership; this would make it difficult to resell or exchange them. However, work-related acquisitions that you do not deduct through us may be reported in your personal taxation as income deductions.
- Office supplies or postage
You will have to put these expenses into your own personal taxation. You can deduct them through us when billing a customer, as long as we see that they are directly related to your work.
- Your personal phone subscription
However, if you have had to use your phone abroad or service numbers in connection with your work, you can deduct the costs of these calls through us if you also charge them from your customer.
- Marketing or training costs
As a general rule, these cannot be accepted by invoice.
- Fuel and food expenses related to the business trip
These are taken into account in taxation in the form of daily allowances and mileage allowances. Therefore, fuel and food receipts cannot be reduced.
- Expenses of another person
Someone else’s expenses are not deductible even on team bills.
Rents cannot be accepted unless they are specifically mentioned on the invoice.
You can only reduce postage if they are related to the work you bill and you have billed a portion of it to your customer.
Still Wondering About Something?
If you are feeling unsure about what you can or cannot deduct through us, please do not hesitate to contact our customer service before purchasing a product or service.