Expense report guide

Monthly expense report for your accountant: how to collect expenses with Kvitox Business

At the end of the month your receipts are in your wallet, your phone’s photos and your email. This guide explains how to record expenses straight away, how VAT lines and currencies are handled and how to export the monthly report for your accountant or send it to your accounting software’s receipt address.

Written by Aleksi Kiltala, Kiltala Oy · Published 9 November 2026

Short answer

Scan the receipt right away: Kvitox Business reads it on your device and fills in the merchant, date, total and VAT lines. Choose the category and purpose, and at the end of the month create a monthly report. You can export it as PDF, Excel (.xlsx), CSV or ZIP (with the original receipts) or email it to your accountant. There are no direct integrations with accounting software.

Kvitox BusinessAndroid · iOS coming soon

Get it onGoogle Play About the app

Basics

Why record expenses straight away

No lost receipts

Once a receipt is scanned, its details and image are saved. A duplicate receipt triggers a warning.

VAT lines ready

Kvitox Business suggests VAT lines from the receipt. The lines should add up to the total, and a difference is shown as a warning.

Currencies handled

Other currencies are converted with the ECB reference rate for the receipt date, and you can edit the rate.

A summary of the month

The report contains expenses, drives and per diems, a VAT summary and the receipt images.

Steps

How the monthly report comes together

You record at the time of purchase and create the report at the end of the month.

Scan or import the receiptScan a paper receipt, pick a photo or import a PDF. Text recognition happens on your device. A category is suggested, and the app learns your choices for each merchant.
Check the detailsCheck the merchant, date, total and VAT lines. Choose the payment method: a personal card or cash is reimbursable, a company card is not.
Enter the purposeFor entertainment, the purpose and attendees are required. For other expenses the app prompts you for a purpose.
Create the monthly reportChoose Reports › New report › Monthly report and the month. By default every unreported item of the month is included. You can add a recipient and notes.
Export or sendPreview the PDF and choose PDF, Excel, CSV or ZIP, or send it by email. Mark the report as submitted, which locks its items, and later as paid.

Exports

What you can get out of a report

In the free version the PDF has a small footer. The other exports are Pro features.

PDF

Summary, expenses, drives, per diems, a VAT summary and the receipt images as an appendix, each labelled with its row number.

Excel

Sheets for Summary, Expenses, Mileage, Per diems and VAT, real number and date cells and an account-code column.

CSV

A UTF-8 file with a semicolon separator for languages that use a decimal comma.

ZIP

The report as PDF and Excel plus the original receipts in their own folder.

Sending

By email to your accountant or software (Pro)

The app opens your own email app.

Recipients in settingsSave default recipients: your employer, your accountant or your accounting software’s receipt address.
AttachmentsThe PDF is attached, and by setting also Excel or ZIP. The subject and message are in your app language.
You send it yourselfKvitox Business does not send email itself: the message goes only when you press send in your own email app.
Large reportsIf the attachments exceed about 20 MB, the app suggests sharing a ZIP file through the share sheet.

Note

Monthly reminder and privacy

The app can remind you at the start of the month to create the monthly report. The reminder is scheduled on your device and needs no server. The developer cannot see your expenses: they are on your device, and backups go to a file or, with Pro, to your own iCloud Drive or Google Drive.

The app is not tax advice and does not replace your accountant’s instructions: ask your accountant which details they need and in which format. See also Travel claim and per diems.

FAQ

Frequently asked questions

Can I send the report straight to my accounting software?

There are no direct integrations. You can email the report to the accounting software’s receipt address or export it as a file.

What does the free version allow?

Free each month: 5 new expenses, 5 new drives, 1 business trip, 1 report and 1 vehicle. Scanning and per diems work for free, and saved data is never locked.

Are my images sent to the cloud for recognition?

No. Text recognition runs on your device with Google ML Kit. ML Kit may send anonymous diagnostic information to Google.

Can I change a report after sending?

Items in a submitted report are locked, but you can reopen the report and edit it.

What about foreign expenses?

Kvitox Business converts other currencies with the ECB reference rate for the receipt date. You can edit the rate and its source (ECB, manual, card statement).

Can I bill expenses to a client?

Yes. Projects and clients, billable expenses and project reports are Pro features.

Sources

The features of Kvitox Business were checked against the app’s specification and store description on 9 November 2026. The allowance amounts are examples from Finland for 2026 and are not tax advice: check your own allowances with the Finnish Tax Administration, your employer or your accountant.

Guides

Let’s build something great together.

Need a website for your business, a review of your current site or help with an app idea? Tell us about it and we will get back to you soon.