Billing & finance · Expenses & suppliers
Type the receipt total. VROOM separates the VAT.
An expense is recorded at what you actually paid, VAT included. VROOM works out the VAT, separates what you can reclaim, and keeps non-recoverable VAT in the cost where it belongs.
What it does for you
What changes for your team
The breakdown, shown as you type
Total paid, VAT, amount before VAT and recoverable VAT appear on one line, so the person entering the receipt can see what will be recorded.
Non-recoverable VAT handled
Switch off “VAT can be reclaimed” for costs like entertainment. That VAT stays part of the cost and is not claimed on the VAT return.
Supplier bills with a payable
An approved bill records what you owe the supplier. Paying the bill clears the payable instead of creating the same expense again.
Costs tied to vehicles
Link bills to a vehicle and attach the supplier’s invoice. Vehicle costs flow into profitability reporting.
How it works
Synthetic example: a fuel receipt
Receipt total AED 105.00 including AED 5.00 VAT, paid in cash.
Enter AED 105.00
“Includes VAT” is the default, because that is what a receipt shows.
Work out 5%
One click calculates VAT of AED 5.00 from the amount.
Confirm recoverable
Leave “VAT can be reclaimed” on for fuel.
Approve
Cost AED 100.00 and input VAT AED 5.00 post to the ledger, paid from Cash.
In detail
What’s included
Expenses
- Amount includes or excludes VAT
- “Work out 5%” VAT helper
- Recoverable VAT switch
- Breakdown line before saving
- A review filter for older expenses recorded before this rule
Supplier bills
- Lines with account and VAT rate
- Approval before posting
- Bill payments that clear the payable
- Quick-add supplier, vehicle, bank account or ledger account (permission-based)
- Included in box 9 of the VAT return when VAT applies
Questions
Expenses & Suppliers: common questions
Something else? Ask our team or read the Help Center.
Does VROOM change my older expenses automatically?
No. A filter lists older expenses that carry VAT so someone can confirm the basis and save each one. Nothing is changed automatically.
Can I attach the receipt?
Yes. Expenses and supplier bills have a Documents tab, and evidence categories like receipts keep the untouched original file.
Connected to
Works hand in hand with
Next step
See your own rental workflow in VROOM.
Book a live demo and we will walk through a rental from booking to the financial statements, using demonstration data.