How to upload an expense report

A full walkthrough of claiming a wellness (friskvård) or other reimbursable expense in CLVR on the upload page, from dropping the receipt and AI scanning, through the details, the VAT rate and the wellness checks, to what happens after you submit.

Wellness (friskvård) and other reimbursable expenses are claimed by uploading the receipt in CLVR. Everything happens on one page: the receipt, the details and what you get back side by side. If your company has AI receipt scanning turned on, CLVR reads the receipt and fills in the details while you watch; otherwise you enter them by hand. This article walks through the whole thing: starting an upload, the details, the wellness checks, submitting, and what happens after.

Start an upload

You have two ways in:

• On your dashboard, drop one or more receipts on the Upload expenses card, or click its dashed area to browse. JPG, PNG or PDF, up to 10 MB each (hover Supported files under the card to check). A file of another kind, or a bigger one, is not added, and a message says why.
• In the account panel behind your avatar, use the Upload Expense area the same way.

Either way the Upload expense page opens with your receipt attached. When your company has scanning on, the card says Receipt scanning is on in its lower left corner.

What each part of the upload page means

On a wide screen the page has three columns:

• The receipt on the left: its name and size, the receipt itself, and Add another page for a receipt that runs over several files. With more than one page you step through them with the arrows. The × removes the page you are looking at; removing the last one ends the upload.
• The details in the middle: the fields, and for a wellness receipt the three wellness checks under them.
• What you get back on the right, with the Submit expense button at the bottom.

On a narrower screen the receipt becomes one line with its name above the details, and the summary sits beside or under them.

Use AI receipt scanning to fill in the details

If your company has AI receipt scanning turned on, CLVR starts reading the receipt as soon as the page opens. Whether scanning is available is a company setting your HR team controls, not something you switch on yourself. When it is off, you enter the details by hand and everything else works the same.

While it reads:

• A purple line sweeps down the receipt, and a strip above the fields says Reading your receipt, counting the fields as they are filled ("2 of 6 fields so far.").
• The fields wait under a shimmer, then fill in one by one, each flashing purple for a moment with a From receipt tag beside its name.
• The Submit expense button reads Reading receipt until it is done.

When it has finished, the strip says Filled in from your receipt and asks you to check the details against the receipt. A field it could not find on the receipt says We couldn't find this on the receipt. Type it in., and the strip tells you how many it filled.

• It reads the first page only.
• It runs once per upload.
• It never writes over a field you have already typed in. The From receipt tag goes as soon as you change a field.

Fill in the details

The fields are:

• Category: your company's benefit categories, each with its icon and a line saying how it is taxed (for example Tax free up to 5 000 kr a year or Taxable benefit). Only categories your employer has published appear.
• Expense date: the date printed on the receipt.
• Receipt cost (incl. VAT): the total you paid, as printed on the receipt, for example 649 or 1 945,50.
• VAT: the rate on the receipt, 0%, 6% or 25%.
• Company name: the provider that issued the receipt.
• Organization number: the provider's organisation number from the receipt.

Choose the correct VAT rate

You only choose the rate; CLVR does the arithmetic. The right rate depends on what you bought and where:

• 6% is the usual rate for a private gym.
• 25% covers things like massage, education or a service.
• 0% is for a municipal facility, a non-profit, or a purchase outside Sweden.

If your receipt shows a rate that is not listed, for example a foreign receipt, pick 0%. When you pick 0%, a short warning reminds you that most purchases in Sweden include VAT. It is a prompt, not a block. Not sure? Select What is the VAT rate on the receipt? above the options for a short explanation.

Complete the wellness checks

For a wellness (friskvård) receipt, a Wellness checks card appears under the fields. The Tax Agency requires all three:

• Is your activity approved for wellness under the Tax Agency guidelines? Select What are the Tax Agency guidelines? to read what is covered.
• Is your receipt valid? It must show the company name, organisation number, amount, VAT, type of activity, your name and your personnummer.
• Does the receipt show that you have paid for the activity? An invoice on its own is not enough.

Tick each one once you have checked it. The card counts how many are left. Other categories have no checks.

What you get back

The summary on the right updates as you fill in the form:

• You get back: the amount counts up to what is paid back to you, with the payroll it is paid in once approved.
• If part of the receipt will not be paid back, an orange notice says how much and why, for example because the category's social fee or your remaining allowance caps it.
• Allowance: what you have left now and after this expense, with this expense shown on your allowance bar.
• The breakdown: the receipt cost, the cost without VAT and the VAT, what you get back, the social fee for a taxable benefit, what is deducted from your allowance, anything not paid back, and for wellness the deductible VAT.
• Whether it is taxed: a taxable benefit says how much is reported on your payslip, with Preview mock payslip to see it; a tax-free one says so.

For a deeper walkthrough of each line, see understand the expense cost breakdown before you submit.

Submit

Select Submit expense. If anything is missing, the button stays where it is and the line under it says what is left ("2 fields and 1 check left"), while each field that needs something says what to enter. Fill those in and select it again.

While it submits, the button reads Submitting. CLVR uploads your receipt securely and creates the report. If the receipt could not upload, a message says so, nothing is submitted, and your details stay on the page so you can try again.

After you submit

You land on Me, where the new expense slides into your list with a purple flash and opens in the panel beside it. A message confirms it was submitted.

If your company lets AI review wellness expenses, you watch the review happen in the panel's Approval card: AI review shows Checking and ticks off what it checked, one by one, while the expense reads In AI review in your list. Then:

• Approved automatically: the step turns green with how sure the review was, and a message says what is paid out in which payroll.
• Sent to your manager: the review was not sure enough, so the expense goes to the approvers in your company's flow, who appear after it.

Without AI review, the message names who will review it, and you can follow it in the panel.

The confirmation email

As soon as your submission goes through, CLVR sends a confirmation email to the work email your employer registered, so you have a written record of what you sent. It arrives within a few seconds, in the same language as the rest of CLVR for you. The subject line is Expense report submitted with your expense number, and the body explains that your report will now be reviewed by your HR team.

The email repeats the details you submitted:

• The provider and organisation number you entered, under the benefit category name.
• Details: your Expense ID (the same number in the subject line) and the Date of the receipt.
• Cost breakdown: the Cost before VAT, the VAT line for the rate you chose, and the Total cost.

If the report is for a taxable benefit (a benefit in kind, shown in CLVR as BIK), the cost breakdown includes a Social security line with the employer rate that applies in your country, taken from your benefit allowance so the benefit can be cost neutral for your employer. For most everyday wellness receipts there is no such line.

Resume or discard a draft upload

If you leave the upload page before submitting, CLVR keeps what you have done: the receipt, every field, the wellness checks, even a scan that was still reading. The Upload expenses card on your dashboard then shows the receipt with Not submitted yet. Your details are saved. and two buttons:

• Continue opens the upload page again, exactly as you left it.
• Discard removes the receipt and the details, and the card is ready for a new receipt.

Add files to a returned report

A report that comes back for changes, or is declined, can take more receipt files before you resubmit. Open it from My expenses on Me and use the edit form:

A report cannot be submitted with no receipt. If you mark every original for removal and add no new file, the form stops you with a reminder to keep at least one receipt before submitting.

Tracking your expense

Every report you have submitted is under My expenses on Me. Select one to open it in the panel, where the Approval card shows each step: who has approved, who is asked now, and which payroll it is paid in. A declined report says why; fix it and submit again from the panel.

Troubleshooting

• The receipt will not upload. Use a JPG, PNG or PDF up to 10 MB.
• My category is not in the list. Only categories your employer has published appear. If the one you need is missing, ask your HR team to publish it in Benefit Settings.
• A filled-in field is wrong. Edit it before you submit. Your correction is what is saved.
• Nothing was read from the receipt. If no Reading your receipt strip appeared, your company does not have receipt scanning on. Fill in the form by hand; the expense is processed the same way.
• Submit expense does nothing. Read the line under the button: it says how many fields and checks are left. Each one that needs something says what to enter.
• I want several receipts on one expense. Drop them together, or use Add another page on a wide screen.
• The dashboard shows a receipt instead of the drop area. An upload is under way. Continue it, or Discard it and drop the new one.
• The confirmation email never arrived. Check your spam and junk folders. The report can be fine even if the email is held up, so check My expenses on Me.
• It was declined. Open it to read the reason, then resubmit. There is no need to start over.

Receipt scanning failed: what to do

If your company has AI receipt scanning turned on, CLVR tries to read your receipt and fill in the details for you. Sometimes it cannot, and you see a red Scan failed message with a short reason. This is never a problem: a failed scan does not block your expense, and the fields always work whether scanning ran or not. The receipt stays attached, and you carry on by filling in the fields yourself.

The reason under Scan failed tells you what happened:

• "The scanner could not read this receipt" The most common one. The receipt could not be read clearly. Enter the details by hand and continue.
• "The scanner is busy right now" Scanning was busy for a moment. Fill in the details by hand, or wait a minute and upload the receipt again.
• "Receipt scanning is not available right now" Scanning cannot run at the moment. Fill in the details yourself.
• "AI receipt scanning has reached today's limit for your company" Your company has used today's scans. Fill in the details by hand; scanning is back tomorrow.
• "The scanner reads JPEG, PNG and PDF files only" The file is a format scanning cannot read. Re-upload the receipt as a JPG, PNG, or PDF.
• "The receipt did not reach the scanner" The file did not arrive in one piece. Fill in the details by hand, or upload the receipt again.
• "An unexpected error occurred. Please enter details manually." Something went wrong on the way. Enter the details by hand.

In every case the fix is the same: fill in the details yourself from the receipt (category, expense date, receipt cost, VAT rate, company name and organization number), then submit as usual.

To give scanning another try, remove the receipt with the × and drop it again. A clearer, well-lit photo, or the original PDF, gives scanning the best chance. If it fails again, just fill in the details by hand. A perfect scan is never required.

Why you cannot submit a wellness expense in December

During December, CLVR blocks new wellness (friskvård) expense reports. When you pick the wellness category, an Upload disabled notice appears in the summary above the button, and Submit expense cannot be used. This is not an error or a problem with your receipt: Skatteverket's guidance on payroll routines says wellness expenses incurred in December must be registered in the following tax year, so CLVR holds the submission until January.

The block applies to the wellness category only. Other categories can be uploaded as normal in December. Keep the receipt and submit the same wellness expense once January starts; from January 1st the notice is gone.

• I need to resubmit a wellness expense in December. The same rule applies when you edit and resubmit a wellness report: resubmit it in January.
• The block shows in another month. It depends on the current date in CLVR. If you see it outside December, reload the page.