Ledgr/Documentation/Expenses
Expenses & bills
Seven tabs covering every way money leaves the business, with an approval queue over the top of them.
Expenses & bills is included from Starter upwards.
The tabs
| Tab | What belongs here |
|---|---|
| Expenses | Card and cash spend, usually with a receipt attached |
| Bills | Supplier invoices you owe, with a due date |
| Mileage | Business trips claimed at the SARS rate |
| Per diem | Daily subsistence allowances |
| Petty cash | The float and what came out of it |
| Categories | Your expense categories, their budgets and auto-categorisation rules |
| Approvals | Everything waiting for sign-off |
Capture a receipt
- Expenses → Capture receipt
On a phone or tablet this opens the camera. On desktop, upload a photo or PDF.
- Let the scan run
OCR reads the slip and fills in supplier, date, total, VAT and a suggested category.
- Check the confidence scores
Each extracted field shows how sure the scanner is. Anything low is worth a glance — the total and the VAT especially.
- Correct and save
Fix what is wrong, confirm the category, save. The image stays attached to the expense as your supporting document.
On desktop and web you upload an existing image or PDF instead. The OCR step is the same either way.
Supplier bills
A bill is money you owe on terms, so it is tracked separately from card spend. Capture the supplier, the bill date, the due date, the lines and the VAT. Bills feed the payables side of the dashboard and appear in the cash flow forecast; mark one paid when you settle it, or match it against the bank transaction in Banking.
Mileage
- Expenses → Mileage → New trip
- Record the trip
Date, from, to, purpose and kilometres. Attach it to a customer if it is rechargeable.
- The claim is calculated
At the SARS prescribed rate — R4.95 per kilometre for 2026/27. The trip log is the record you would produce if the claim were ever questioned, so keep the purpose specific.
Categories, budgets and rules
On the Categories tab you set a monthly budget per category and watch actual spend track against it — the bar runs green, then amber, then red. Below that sit the auto-categorisation rules: Ledgr suggests a category for each new expense with a confidence score, and you can promote a repeated correction into a permanent rule.
Approvals
Claims raised by someone without approval rights land in the Approvals queue rather than posting straight to the ledger. An approver sees the claim, the attachment and the category, and either approves it — at which point it posts — or rejects it with a reason that goes back to the person who raised it.
Who can approve is set in Roles & users: the approve permission on the expenses module.
A note on VAT
Input VAT is only claimable where you hold a valid tax invoice from a VAT-registered supplier. Capture the VAT amount separately rather than folding it into the total, or the VAT201 will understate your input claim.