How to upload an expense report

A full walkthrough of claiming a wellness (friskvård) or other reimbursable expense in CLVR, from attaching the receipt and AI scanning, through the details form and VAT rate, the submission checklist, and the confirmation email.

Wellness (friskvård) and other reimbursable expenses are claimed by uploading the receipt in CLVR. If your company has AI receipt scanning turned on, CLVR reads the receipt and fills in the details for you; otherwise you enter them by hand. Either way it is a short, guided flow that ends with the expense routed for approval. This article walks through the whole thing: the four labelled steps, what to fill in, how to submit, and the confirmation email you get afterwards.

Start an upload

From your dashboard you have two ways in:

• Select the Upload expense tile, or
• Drag a receipt straight onto the Upload Files area on the dashboard.

Both take you to the upload page. If you drag a receipt straight onto the dashboard, your file is already attached, so CLVR jumps you to Step 2 and you will not see Step 1.

The four steps at a glance

A stepper at the top of the page tracks your progress through four labelled steps, so you always know where you are and what is left:

• Step 1, Upload files: attach the receipt.
• Step 2, Fill in details regarding your upload: the details form (category, date, provider, cost, VAT).
• Step 3, Complete your submission: the confirmation checklist.
• Step 4, Complete: a summary that the report was submitted.

The stepper is not just a progress bar. While you are still editing, you can click any earlier step you have already reached to jump back and change something, for example returning from the checklist to fix a value on the details form. Once you reach the final Complete step the stepper locks, because the report has already been submitted; to change anything after that, open the report from My Benefits instead of stepping back.

Step 1: Upload your receipt

The first step, labelled Step 1 with the heading Upload files, is the dropzone. Drag in a receipt or choose a file (an image or a PDF, up to 10 MB). The Go to next step button stays disabled until at least one file is attached, so this is the one point where you cannot move on without a receipt.

A few things to know about the dropzone:

• Dropping a different file replaces the one already there, so the area always holds the most recent receipt.
• Use Restart - Delete uploaded files if you want to clear it and start the upload over.

One receipt at the first upload

The upload area takes a single receipt at a time. That keeps the AI scan and the cost breakdown tied to one clear receipt. If your purchase spans more than one file, you do not lose the others: once a report comes back for changes or is declined, the edit form lets you attach more receipt files alongside the originals before you resubmit.

To add more files to a returned report, open it from My Benefits 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.

Use AI receipt scanning to fill in the details

If your company has AI receipt scanning turned on, CLVR reads your receipt and fills in most of the details for you, so you check the values instead of typing them in. Whether scanning is available is a company setting your HR team controls, not something you switch on yourself. When it is off, you simply enter the details by hand and everything else works the same.

Scanning starts automatically as soon as you reach Fill in details (Step 2) with a receipt attached. You do not press a button to start it.

• It reads the first attached file only. If you added several receipts to one report, the scan uses the first one.
• While it works, a Scanning receipt notice with a Please wait... message appears above the form.
• It runs once per upload. Going back and forward in the flow does not re-scan.

When the scan succeeds, the fields it touched are briefly outlined in green and a Receipt scanned confirmation appears with the message Form has been pre-filled. Please verify the details. It pre-fills the Category, Expense Date, Company Name, Organization Number, Receipt Cost, and VAT rate.

Step 2: Fill in the details

The second step is the Fill in details regarding your upload form, where you tell CLVR what the receipt is for and how much it cost. It has a handful of fields on the left and a cost field with VAT on the right, and a live breakdown appears as soon as you type an amount.

The fields are:

• Category: a searchable dropdown of your company's benefit categories. Only categories your employer has published appear here, so the list reflects what you can actually claim. Start typing to filter, then pick one.
• Expense Date: the date printed on the receipt. Use the date picker to set it.
• Company Name: the provider that issued the receipt, for example the gym or studio (the placeholder shows Provider AB as an example).
• Organization Number: the provider's Swedish organisation number from the receipt.
• Receipt Cost: the full amount you paid, in kronor, including VAT. This is the number printed as the total on your receipt.
• VAT: choose the rate that matches the receipt: 0% VAT, 6% VAT, or 25% VAT.

Choose the correct VAT rate

You only choose the rate; CLVR does the arithmetic. From your Receipt Cost and the VAT rate, it calculates the cost excluding VAT (receipt cost divided by one plus the rate). The right rate depends on what you bought and where:

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

Your receipt might show a rate that is not 0%, 6%, or 25%, for example a foreign receipt with another country's rate. When that happens, select 0% VAT. A purchase outside Sweden, such as a ski pass abroad, is a common case.

When you choose 0% VAT, a warning appears: 0% VAT is uncommon. It reminds you that most purchases in Sweden include VAT and asks you to double-check your receipt. The warning is a prompt, not a block: if 0% genuinely matches your receipt you can leave it and carry on; if not, pick 6% or 25% instead.

The live cost breakdown

As soon as you enter a Receipt Cost, a Cost breakdown panel appears under the cost field. It always shows the receipt total and, once a VAT rate is set, the cost excluding VAT and the VAT amount.

For categories that count as a taxable benefit (for example wellness / friskvård), the panel goes further and shows how the cost is split against your allowance: how much you get back, the social fee added on top, the total deducted from your benefit allowance, and anything that falls outside your remaining balance and is not reimbursed. You do not enter any of these numbers; they update as you type. For a deeper walkthrough of what each line means, see understand the expense cost breakdown before you submit.

Moving on

The two buttons at the bottom of the form control where you go next: Go back returns you to Step 1 without losing what you have entered, and Go to next step takes you to the submission checklist in Step 3.

Step 3: Complete the submission checklist

The last step before your report is sent for approval is a short checklist on Complete your submission (heading Complete the checklist). What you see depends on the benefit category you picked. Confirming the checklist is what actually uploads your receipt and creates the report.

If you picked wellness (friskvård)

Wellness expenses show three confirmation switches. Turn each one on once you have checked it:

• Is your activity approved for wellness under the Tax Agency guidelines? Confirms the activity counts as wellness under Skatteverket's rules.
• Is your receipt valid? Your receipt 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 proof for reimbursement; the receipt must show that you have actually paid.

All three switches have to be on before you can submit. If any is still off, you see a short message under it asking you to confirm that item, and the report is not submitted.

If you picked another category

Categories that do not need the extra wellness checks skip the switches. You see a short message that the category needs no additional checks and that you are good to go, with nothing to toggle.

Submitting

When the checklist is satisfied, select Submit expense to finish. If you spot a mistake first, select Go back to return to the details and edit them.

Step 4: Done

The final step is labelled Complete with the description Upload done! Review details. It confirms the report was submitted and gives you a review of what you sent:

• Report Details: the date, category, and provider.
• Cost Summary: the cost breakdown, including what comes from your allowance and anything not reimbursed.
• Attached Files: the receipts you uploaded.

From here, use Back to Dashboard to finish, or View expense to open the report and track it under My Benefits. Your receipt is stored securely, the report is created with a Pending status, and many wellness expenses are approved automatically within seconds.

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 attach a receipt on your dashboard but do not finish submitting it, CLVR keeps that upload in progress so you do not lose your place. The Upload Files area no longer accepts a new drop. Instead it shows how many files you are currently uploading and two buttons, Resume Expense Report and Delete uploaded files.

• Resume Expense Report returns you to the upload page with your receipt still attached. Because a file is already there, CLVR skips Step 1 and takes you straight to the details step, where you continue through the flow as normal and submit.
• Delete uploaded files removes the attached receipt. The upload area returns to its normal state and is ready to accept a new receipt, putting you back at the first step.

Tracking your expense

Find every report you have submitted under My Benefits. The status moves through:

• Pending: submitted, waiting for the first review.
• In review: an approver is looking at it.
• Approved or Auto-approved: cleared for reimbursement through payroll.
• Declined: open it to see the reason, fix the issue, and submit again.

Troubleshooting

• The next-step button is greyed out on Step 1. Attach a receipt first. The button only enables once a file is added.
• The receipt will not upload. Use a JPG, PNG, or PDF up to 10 MB.
• I landed on Step 2 without seeing Step 1. That is expected when you drop a receipt on the dashboard, since the file is already attached.
• My category is not in the dropdown. Only categories your employer has published appear. If the one you need is missing, contact your HR team.
• A scanned or pre-filled field is wrong. Select the field and edit it before you submit. Your correction is saved with the expense.
• The scan failed. A Scan failed message means CLVR could not read the receipt this time. This can happen with a blurry photo, when too many scans run at once, or when scanning is not set up for your company. Enter the details by hand and continue as usual.
• Nothing scanned at all. If no Scanning receipt notice appeared, your company may not have AI receipt scanning turned on. Fill in the form by hand. The expense is processed exactly the same way.
• My receipt's VAT rate is not in the list. Choose 0% VAT. This is the right choice for any rate that is not 6% or 25%, including foreign receipts.
• I cannot continue past the details step. Check that you have set a Category, an Expense Date, a Receipt Cost, and a VAT rate. If it is a wellness expense and the month is December, submission is held until the new tax year.
• The Submit expense button does nothing on a wellness report. Check that all three checklist switches are on. Any one still off blocks submission and shows a short message under it.
• The page seems stuck after I submitted. Submitting uploads your files first and then creates the report, so give it a moment. Leave the page open until the Complete step appears.
• I want several receipts on a brand-new report. The first upload holds one receipt at a time. Submit the report, and once it is returned for changes you can attach the rest under Add files.
• The dashboard will not let me drop a new receipt. An upload is already in progress. Select Delete uploaded files to clear it, then drop the new one, or Resume Expense Report to keep what you started.
• I cannot click back to an earlier step. You can only jump back to steps you have already reached, and not at all once you are on the Complete step. After submission, open the report from My Benefits to make changes.
• The confirmation email never arrived. Check your spam and junk folders first. The report can still be perfectly fine even if the email is held up, so open My Benefits to confirm it is there with a status.
• 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 notification with a short reason. This is never a problem: a failed scan does not block your expense, and the details form always works 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:

• "Failed to scan receipt. Please enter details manually." The most common one. The receipt could not be read clearly. Enter the details by hand and continue.
• "Too many requests. Please try again shortly." Scanning was busy for a moment. Wait a little, then try again.
• "Receipt scanning is not configured." Scanning is not available right now. Fill in the details yourself.
• "Unsupported file type. Use JPEG, PNG, or PDF." The file is a format scanning cannot read. Re-upload the receipt as a JPG, PNG, or PDF.
• "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: complete the details form yourself from the receipt (category, expense date, provider company name, organization number, receipt cost, and VAT rate), then continue through the checklist and submit as usual.

To give scanning another try, go back to the Upload files step, select Restart - Delete uploaded files to clear what you attached, then add the receipt again. A clearer, well-lit photo, or the original PDF, gives scanning the best chance. Scanning runs once per upload, so re-reading the same receipt means starting the file over. 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 on the details step, an Upload disabled notice appears next to the cost fields and Go to next step is disabled, so you cannot continue to the confirmation step. 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 notice asks you to submit the request after January 1st.

The block is tied to the wellness category specifically. Other benefit categories are not affected, so you can still upload non-wellness expenses as normal in December. Hold on to the receipt and submit the same wellness expense once January starts; your receipt and its date stay valid, only the submission timing changes. From January 1st the Upload disabled notice no longer appears, Go to next step is enabled again, and you can complete the upload as usual.

• I need to resubmit a wellness expense in December. The same rule applies when you edit and resubmit a wellness report. The Upload disabled notice shows and Submit adjustments stays disabled until January, so make your changes and resubmit then.
• The block is showing in another month. The December block depends on the current date in CLVR. If you see it outside December, refresh the page; if it persists, contact your HR team.
• My category is not wellness but I am still blocked. Only the wellness category is blocked in December. Check that Category is set to the category you intended. If a different category is blocked, contact your HR team.