Please collect and submit documents relevant to your company's expenses whenever they occur, or at least once per month. Even if there is only a single document to submit. This way we can process them in a timely manner, monitor your company's status, and execute the monthly reporting for the public authorities.
You have three options for uploading documents:
Online via your dashboard
To upload a new document, find the relevant expense payment in self-service and under 'Banking' click 'Choose files' and you'll be able to choose a file from your computer or drag the files from your computer.
Alternatively, you can go to your ‘Expenses’ section in self-service and click ‘upload expenses’. Then click ‘choose files’ or drag the files from your computer. After adding your files, you can easily mark them out-of-pocket by activating the button on the right (if necessary). You can also choose Category, Business Relation and add relevant description if needed. Please note that mentioned selections are not mandatory. After that please do not forget to click 'Save'.
Make sure you’re uploading the files in PDF, JPEG or PNG format and each file contains only one expense document. You can easily upload multiple files, either via drag & drop, or by uploading them inside a ZIP file.
Uploading via the Xolo app
To upload a document via our app, simply login to the Xolo app and you'll have access to your Xolo account.
You can then click the large + button at the bottom of the screen and decide if you're going to take a photo, or upload an existing one. Once you've done this, you can add a description about the expense, and mark it as out-of-pocket if you wish to. Then you can click 'Save expense' and you're all done.
Forwarding via email
Finally, to forward documents via email, just go to your self-service dashboard and choose ‘Expenses‘ from the left. You'll find your dedicated uploading email address by clicking ‘Upload expenses‘, on ‘Email your expense documents‘ section. You use that dedicated email with your relevant vendors.
This is particularly useful for services who might invoice you on a regular basis, or send out monthly invoices, as the documents can be sent directly to Xolo without you needing to forward them on to us. Just register your dedicated email with the relevant vendors, and then you can sit back and relax!
More information about expense document requirements can be found in the Xolo self-service help modal article What details should be on an expense document?
Once you have uploaded the documents, we'll take care of the rest.