How do I submit expense reports on Malt?

This article explains how to submit, fill in, and manage expense reports on Malt projects.

The feature is not available on my project

When the expense report feature is enabled, submitting your expenses is quick and simple!
Here’s how it works:

• Go to your project page and click the “Access my expenses” button on the right side of the screen.
  This opens your project-specific expense area, where you can easily add expenses. Simply upload your receipt, and our tool will automatically extract the details to fill in the form for you!
• Once submitted, your client can review and approve your expenses for refund. After approval, you will receive a single invoice that covers all approved expenses in that batch.

Watch a demo on how to submit expenses on Malt here. 

Fill in your expense report submission form

Upload your receipt and let the magic happen!

Have a final look to check the following information:

1. Category: Select the appropriate expense category from the provided list.
2. Details: Complete the expense details on the form, including amount and any relevant information.
3. Tax Deduction (optional): Indicate if you are eligible for a tax deduction based on your country of registration and the type of expense. Refer to our user guide for specific guidance on completing this section.
4. Submit: Click "Submit Expense" to send your report to your client for approval.

Once submitted, your client will review your expense. Upon approval, you'll receive reimbursement for all approved expenses in a single invoice.

Some tips to keep in mind

As we know, submitting expenses can be tricky, so we created this User Guide to help you whenever you need it. This guide is available at any time on your platform from the expense page. 

How do I submit an expense report?

There’s no limit to how many project-related expenses you can submit. Keep in mind that expenses are organized by project, so if you’re working on several projects for the same client, make sure to select the correct project each time you submit an expense.

Actual or flat-rate expense reports?

There’s no limit to how many project-related expenses you can submit. Keep in mind that expenses are organized by project, so if you’re working on several projects for the same client, make sure to select the correct project each time you submit an expense.

Should expense reports be included in my URSSAF revenue?

You will be paid according to the client’s payment terms, between 30 and 60 days.

How do I fill in the expense report form?

All submitted expenses are grouped together for your client to review. Once approved, a single invoice is created that lists all approved expenses within that batch, with receipts attached. Both you and your client will receive email notifications when the invoice is generated.

Tips to remember

Submitting expenses through Malt comes at no additional cost to you.