Trip details
Title, purpose, departure and return times and destinations. For a multi-country trip you can enter the destinations in order with arrival times.
Travel claim guide
Travel claim and per diems: how to make them with Kvitox Business
After a business trip, your employer or accountant wants one clear travel claim: when you left and returned, where you went, what the meals cost and how much per diem you are due. This guide shows how to record a business trip in Kvitox Business, how the per diem is calculated day by day and how to export the finished claim as a PDF.
Short answer
Add the business trip with departure and return times and destinations, tell the app which meals you were given each day and choose whether to claim a per diem. Kvitox Business calculates the per diem day by day with the country’s official rules and stores the rules used with the result, so old claims never change. Receipts and drives are linked to the same trip, and the finished claim is exported as a PDF. The figures are examples and not tax advice.
Kvitox BusinessAndroid · iOS coming soon
Basics
What a travel claim contains
Per diems
Full-day and partial-day per diems are calculated with the country’s rules. In Finland, the tax-free full-day per diem for 2026 is €54 and the partial-day per diem €25.
Expenses and drives
Receipts from the trip and drives that qualify for a mileage allowance are linked to the same trip, so the claim collects everything in one place.
Advance and payment
An advance you have already received is subtracted from the claim. The PDF shows the amount payable, bank details and signature lines.
Steps
How to make a travel claim in Kvitox Business
You add the trip on the Travel tab and create the claim on the Reports tab.
- Choose your tax country in onboardingThe app includes per diem and mileage rules for 26 countries. If your country is not on the list, you can enter your own rates.
- Add a business tripEnter the title and purpose and the departure and return times. A trip can include several countries.
- Answer the rules’ questionsThe rules only ask what the country needs: for example the distance from home and workplace, the meals you were given each day and nights. In Finland the trip must be more than 15 kilometres from home and the workplace.
- Review the per diem calculationThe calculation shows each day: period, hours, full or partial day, base rate, reductions and amount, together with the name and year of the rule used. You can choose not to claim a per diem or override the amount.
- Create the claim and export the PDFChoose Reports › New report › Travel claim. Receipts and drives are suggested from the trip dates. The PDF has a summary, per diems, drives, expenses and the receipt images as an appendix.
Rules
Per diem basics in Finland, 2026
An example from Finland. The rules for other countries are built into the app country by country.
Partial-day per diem
According to the Finnish Tax Administration, the partial-day per diem is paid for a trip of more than 6 hours. In 2026 it is €25.
Full-day per diem
The full-day per diem is paid for a trip of more than 10 hours. In 2026 it is €54.
Meals
If the employer provides meals, the per diem is reduced according to the rules. Tell Kvitox Business which meals you were given each day.
Abroad
Foreign per diems are set country by country. Ready-made rules exist for 26 countries, and you can enter your own amounts for others.
Checklist
Before you send the claim
This helps you avoid claims being sent back.
- Dates and times matchCheck the departure and return times, because they decide whether a day is full or partial.
- Meals are markedMark the meals you were given each day so the reductions are right.
- Receipts are attachedCheck that the trip’s expenses are included and each has a receipt and a purpose. Entertainment needs attendees.
- The advance is enteredIf you received an advance, add it so the amount payable is correct.
Note
Per diems are not tax advice
Kvitox Business calculates per diems and mileage allowances using official figures, but the calculations are a tool and not tax advice. Check your own allowances with the Finnish Tax Administration, your employer or your accountant.
Calculated amounts are stored with the rules that were used, so old claims do not change when the rules are updated. Items in a submitted report are locked until you reopen it. See also Mileage allowance and the mileage logbook.
FAQ
Frequently asked questions
Can I make a travel claim without an account?
Yes. Kvitox Business works without an account or server, and your data stays on your device. The claim is exported as a PDF and can be sent by email.
How many business trips does the free version allow?
The free version lets you create one business trip and one report per month. Per diem calculation works for free within those limits. Viewing, editing and PDF export of saved data are never locked.
Which countries do the per diem rules cover?
Ready-made rules exist for 26 countries, including the Nordic and Baltic countries, Germany, France, Spain, Italy, the United Kingdom, the United States, Canada and Australia. If rules are missing you can enter your own rates.
Do old claims change when the rules are updated?
No. Amounts are stored with the rules that were used, so claims you have already made stay as they were.
Can I choose not to claim a per diem?
Yes. A trip has a setting for not claiming a per diem, and you can also replace the amount with your own.
What are the Finnish per diems in 2026?
According to the Finnish Tax Administration’s decision, the tax-free full-day per diem is €54 and the partial-day per diem is €25. They are limits for tax-free allowances, and your employer’s or your own situation may differ.
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
Read next
Mileage logbook guide
Mileage allowance and the mileage logbook: how to record business drives with Kvitox Business
The guide explains how to record business drives by address or GPS and how to make the yearly mileage logbook in Kvitox Business.
Expense report guideMonthly expense report for your accountant: how to collect expenses with Kvitox Business
The guide explains how to scan receipts, put expenses into a monthly report and export or send it to your accounting.
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