Categories and receipts

Every expense goes in a category and, almost always, with its receipt. Getting both right is what speeds up approval the most.

Categories are set by your company

There’s no shared list: each company creates its own, so the ones you see depend on yours. Common ones are travel, meals, hotels or training, but yours may be different.

The form only lists active categories. If your company turns one off, it can’t be used for new expenses anymore, even if you’ve used it before.

Choose the one that best describes the expense. If you get it wrong, you can change it with Edit while the expense is still Open. If in doubt, ask HR or your manager.

Attaching the receipt

You attach the receipt in the Receipt field when you create the expense, or later with Attach receipt on its row, while the expense is Open. When editing, you can swap it with Replace the receipt. Once it’s approved or rejected, the receipt can’t be changed.

• Formats: a photo (JPG, PNG, GIF or BMP) or a PDF.
• Size: up to 50 MB per file.
• Not accepted: HEIC or WEBP photos, which some phones take by default. If your phone saves them that way, convert them to JPG or take a screenshot before uploading.

Take the photo right away: thermal paper fades. Make sure the amount, the date and the merchant are readable.

While the receipt is missing, the expense carries the receipt missing flag.

Is a receipt required?

Orquiva doesn’t stop you from creating an expense without a receipt. Your company can require one above a certain amount; in that case, an expense without it isn’t approved automatically even if it’s small, and a person has to review it. The reviewer can also reject it if the receipt is missing.

Limits: what gets checked

Orquiva checks these caps when you create the expense and every time you edit it. If one fails, the expense isn’t saved and the message tells you which one.

Check	Who sets it	What it does
Maximum amount	Orquiva	No expense can be over €50,000
Receipt date	Orquiva	Can't be in the future or more than a year ago
Duplicates	Orquiva	If you already have an expense with the same day, category and amount, it asks whether it's another receipt before saving it
Per-receipt maximum	Your company, per category	A single expense can't exceed its category's maximum
Category monthly limit	Your company, per category	Your expenses in that category in the receipt's month can't exceed it
Overall monthly limit	Your company, for everyone	The total of your expenses in the receipt's month can't exceed it
Automatic approval	Your company, for everyone	An expense below the threshold is Approved as soon as it's created, unless it's missing a required receipt

The last four only exist if your company has set them up.

VAT and invoices

Orquiva stores one total amount per expense, with no separate fields for the taxable base or VAT.

If your company reclaims VAT, attach the full invoice instead of the simple receipt: the breakdown has to be on the document itself, with your company’s details. If in doubt, ask for an invoice: it works in both cases.

If something goes wrong

My category isn’t on the list. Your company has turned it off or doesn’t have it. Choose the closest one or ask HR to turn it on.

I chose the wrong category. If the expense is still Open, select Edit and change it. If it’s already been decided, talk to whoever reviewed it.

The file won’t upload. Check that it’s JPG, PNG, GIF, BMP or PDF and under 50 MB. A HEIC or WEBP photo won’t go through.

It says I’ve gone over a limit. The message tells you which one. If it’s a monthly limit, remember it counts your other expenses that month too. If you think the limit is wrong, ask HR.

My expense was rejected because of the receipt. Usually the amount or date isn’t readable. You can appeal it once and attach a good one: see what to do with a rejected expense.

I don’t know whether I need a receipt or an invoice. Ask for an invoice. If your company reclaims VAT, it’s the only thing that works; if not, it works too.