Expenses and costs · 4 min read

How to add an expense manually

How to manually enter a new expense in Taxorio — a guide to filling in the supplier, amount, category, date and VAT, including attaching a scanned document.

When to add an expense manually

Entering an expense manually makes sense when you already have the document (an invoice, a receipt) and just want to record it quickly without scanning. It's typically for recurring expenses whose details you know by heart, or for payments where you don't have the document in digital form yet.

For a faster way to enter paper documents, use the AI receipt scan or mobile upload — see the related articles.

How to add a new expense

Go to the Expenses section in the left-hand menu (the Expenses tab, not Inbox).
Click the New expense button in the top right.
Fill in the form (see the field descriptions below).
Click Save expense.

Field-by-field guide to the form

Supplier name — required. The company or person you had the expense from. You can type free text, or use Select existing supplier to pull in the details from a supplier you already have on file. Company ID (IČO) and tax ID (DIČ) are optional, but for a VAT payer, a document without a tax ID (DIČ) won't make it into the VAT control statement.
Issue date — required. The date on the invoice or receipt. For VAT purposes what matters is the date of taxable supply (DUZP); fill it in only if it differs from the issue date.
Payment date — when you actually paid the document. This is the date that decides which year the expense falls into for income tax (tax records run on a cash basis, § 7b ZDP). Leaving it empty means the expense is unpaid — a document like that never enters income tax.
VAT rate — 21%, 12%, 0%, or a custom value. Non-VAT payers should leave it at 0.
Tax base (excl. VAT) / VAT (CZK) / Total incl. VAT — the Entering with VAT / Entering without VAT toggle lets you choose which amount you're copying from the document; Taxorio works out the rest. If you're not a VAT payer, just enter the total amount you paid.
Category — required. Assign the expense to the right category (software, travel, fuel, marketing…). The category carries over into the income and expense ledger and into the accountant export. See the article on categorisation for details.
% business use — what share of the expense enters your tax records (100% by default). Useful for expenses also used privately, such as fuel. In Settings → Expense deductions you can set a default percentage per category (e.g. 80% for fuel) — it then pre-fills on every new expense in that category, including AI scans and imports, and you can still override it on any individual document.
Description — an optional field for what the expense was used for (e.g. "laptop for working from home", "parking — a business trip to Brno").

The Reverse charge field is visible only to a VAT payer and an identified person — a non-VAT payer never sees it at all. The Domestic – reverse charge between Czech VAT payers option (§ 92a) is offered only to VAT payers on top of that. See Reverse charge in expenses for details.

Attaching the document

We recommend attaching a scanned or photographed document to every expense. It serves as backup for a possible tax audit and helps you meet the legal duty to archive tax documents.

Drag the file into the upload area in the form, or select it from your computer. Supported formats: PDF, JPG, PNG, WEBP, HEIC (iPhone photos), and electronic invoices in .isdoc / .isdocx. The limit per file is 50 MB.

💡 How long to keep documents: a VAT payer must keep them for 10 years from the end of the tax period in which the supply took place (§ 35(2) of the VAT Act). A non-VAT payer follows the time limit for assessing income tax (§ 148 of the Tax Code) — for as long as it runs, you need something to back the expense up. Digital archiving in Taxorio satisfies both, as long as the documents are stored in a readable form.