What to do in case of a missing expense receipt?

Managing your business expenses can be challenging, especially if you are new to Finland and dealing with Finnish accounting rules. Here we share instructions for how to act and what to do in case of a missing expense receipt.

As you already know, expense receipts are crucial because they:

• Prove your business costs for tax purposes.

• Help reduce your taxable income.

• Support accurate accounting and bookkeeping.
  
  

Without receipts, the Finnish Tax Administration (Verohallinto) may not allow you to claim certain expenses, which could increase your tax liability.

But what to do if a receipt is missing?

It is not the end of the world. You can often still document the expense using alternative evidence.

1. Try to Obtain a Copy

• Contact the supplier or store where you made the purchase.

• Many businesses can issue a duplicate receipt or print a bank/credit card statement showing the transaction.
  
  

2. Use Bank or Credit Card Statements

• A bank or credit card statement can serve as proof of payment.

• Make sure to note what the purchase was for, the date, and the amount.
  
  

3. Create a Self-Created Receipt (Kirjanpitotosite)

If no other evidence is available, you can make a self-created receipt for your bookkeeping.

Make sure to include:

• Date of the expense

• Amount

• Description of the purchase

• Supplier name/Place of purchase (if known)

• Reason why the original receipt is missing

• Your signature!
  
  

Note: The Tax Administration of course prefers official receipts, but self-created receipts are accepted if they are credible and documented properly. Keep in mind that your accounting records can not be "full" of such self-made receipts, so one of your key takeaways should be to keep the original ones.

Tips to Avoid Losing Receipts in the Future

• Scan or photograph receipts immediately.

• Use expense management apps compatible with Finnish accounting practices.

• Keep receipts in a dedicated folder (physical or digital).
  
  

Key Takeaways

• Lost receipts can often be replaced with bank statements, supplier duplicates, or self-created receipts.

• Finnish tax rules allow for flexibility, but documentation must be credible.
  
  

Staying organized will save you time and prevent issues during tax reporting.

For more guidance on accounting and taxes for non-Finnish speaking entrepreneurs, contact a professional accounting service familiar with the Tax Administration's regulations.

Looking for an accounting partner? Let's talk!