Correct Recording of Expenses
To ensure your expenses are reimbursed quickly and without follow-up questions, it's important to capture receipts completely and legibly. Blurry photos, missing details, or cropped receipts often cause delays.
How to Properly Capture Digital Receipts
Complete Receipt
Photograph the entire receipt – no cropped edges.
If the back of the receipt contains relevant information (e.g., for business meals), photograph it as well.
Good Lighting
Make sure the receipt is captured clearly and without shadows.
Take Photos Promptly
Photograph the receipt immediately after the purchase to avoid loss or damage.
Use the Candis App
With the Candis App, you can precisely crop the receipt and upload it instantly.
Tip: Ensure all information on the photo is clearly legible before uploading.
Mandatory Details on Every Receipt
To be accepted, the receipt must clearly show the following:
Name and address of the vendor
Date and time of purchase
Items or services purchased
Total amount including VAT
Method of payment (cash or card)
Receipt number
Additional Important Points
Foreign Currency
If the receipt is not issued in euros, the exchange rate must be traceable.
This can be provided via the credit card statement or an official exchange rate slip for the day of purchase.
Threshold of €250 (including VAT)
Up to €250: A simplified invoice (small-amount receipt) with the mandatory information listed above is sufficient.
Over €250: A full invoice is required, including:
Full name and address of the issuer and recipient
Tax number or VAT ID of the issuer
Invoice date
Consecutive invoice number
Quantity and type of delivered items or precise description of service
Date of delivery or service
Net amount, tax rate, VAT amount, and gross amount
Special Case: Meal & Entertainment Receipts
For business meals (internal or external), you must also provide:
Names of the attendees
Purpose of the meal/entertainment
Your personal signature on the original receipt
In Candis, you can enter the names of attendees directly in the form – separately for internal and external persons.
Retention of the Original Receipt
Please keep the original receipt safely until the reimbursement process in Candis is completed.
Your accountant will inform you how long the receipt needs to be retained afterward.
Application Examples
Example 1: Taxi Receipt Under €250
You take a taxi from the office to a client meeting.
The receipt includes:
Vendor’s name and address, date, time, route, fare including VAT, and receipt number.
Since the amount is under €250, this is considered a simplified invoice and is sufficient.
Important: Take a complete photo of the receipt and upload it directly to Candis.
Example 2: Restaurant Meal Over €250
You invite a client to a restaurant after a meeting. The bill totals €280.
Mandatory details:
Full name and address of the restaurant, invoice date, consecutive invoice number, listed VAT, detailed breakdown of food and beverages, total amount.
Additionally record in Candis:
Names of attendees (e.g., “Max Mustermann, client” and “Anna Müller, internal”)
Purpose of the meal (e.g., “Project closing discussion”)
Your signature on the original receipt
Important: Since the invoice exceeds €250, all full invoice details are required.