Receipts is the self-service area for the personal entry of own expenses — such as hotel invoices, train tickets, restaurant receipts or external services. Recorded receipts flow into employee reports and can optionally be passed on to the customer for invoicing or, for external employees, be taken over into the credit notes accounting.

A receipt booking documents an own expense with all billing-relevant details: date, type of receipt, project assignment, amount and tax. Entry happens from the Receipts area via the record button or by duplicating an existing entry.

Use case: A consultant pays a train ride to a customer appointment with the company credit card. In the receipts area he records the receipt with date, type of receipt „train", project assignment, amount and tax rate, attaches the ticket PDF and saves. The booking is immediately in the receipt list and flows into the project billing and the employee revenue.

The fields per receipt at a glance:

Steps for the quick entry of a new receipt:

When recording a receipt, only tasks the employee is assigned to and that are bookable are offered. In ZEP Clock the task selection is omitted — receipts are assigned automatically. The following markers ease the selection in Compact and Professional:

XML-based e-receipts in ZUGFeRD or XRechnung format can be uploaded directly when recording. ZEP parses the contained metadata and prefills the fields date, type of receipt, amount, tax rate and currency automatically. The employee verifies the values and only adds missing details such as project and task.

The receipt list can be adapted to your own way of working — for example for month-end closing, invoicing preparation or random checks of external employees. The configuration remains personal and can be saved as a favourite.

Besides classic entry via the web form, several additional paths are available. They sync automatically into the own receipts area and are optimized for different work situations.

The Receipt Inbox allows sending receipts by e-mail to a ZEP-specific address. Attached PDFs are automatically detected, the data fields are extracted from the content as far as possible and the receipt is placed as a draft in the personal receipt list. The employee then adds project assignment, missing tax rates and, if applicable, the remark.

Use case: A field employee receives an invoice at the hotel desk by e-mail. Instead of saving the PDF locally and uploading later, he forwards the mail directly to the ZEP receiving address. On next login he finds the receipt draft in his list and only adds the project assignment.

With the ZEP App (Compact and Professional) receipts can be recorded directly on the smartphone via photo. Steps:

In Clock with the Travel expense accounting module booked, the ZEP Clock App offers the Receipts tab. Receipts can be created via three paths:

A six-step guided entry follows for date, type of receipt, amount, method of payment, remark and a summary. Uploaded receipts are additionally analysed by an AI that can prefill date, type of receipt, VAT, amount, method of payment, currency, amount type and remark. Fields detected automatically are marked with an asterisk; the AI analysis can be disabled in the More area.

Receipts can be edited, copied or deleted as long as no locking rule applies. The lock reasons largely correspond to those of time recording and protect completed billing steps from retroactive changes.

Use case: An employee notices a typo in a receipt from the previous month. Instead of editing directly, he sees a greyed-out edit button with the note „Locked by month-end closing". He contacts the administration, which selectively unlocks the month or performs the correction directly.