How it works

You can add up to 4 tax rates per expense.

To add multiple VAT rates:

1. Open your expense
2. Click Add tax rate
3. Select the applicable tax rate from the dropdown

For each tax rate, the following fields are available:

• Base (subtotal – VAT amount)
• Tax amount
• Subtotal

⚠️ Important - The sum of all subtotals must equal the total expense amount. If not, the expense cannot be submitted, approved, or exported.

You can also combine multiple VAT rates with an “Other tax rate” if needed.

Creating a multiple VAT expense

A multiple VAT expense is created like a regular expense, with additional tax lines.

You can:

• Add multiple tax rates when creating a new expense
• Or edit an existing expense and add tax rates afterwards

ℹ️ Tax rates can only be selected once a group is assigned to the expense.

Exports & Integrations

Multiple VAT is supported across following export types & integrations:

• Standard exports (CSV, XML, PDF, Excel) ✅
• Accounting exports (CSV, XML, PDF, Excel) ✅
• Templates (CSV, Excel) ✅
• Custom exports ✅ 
• Integrations:
  • Xero ✅
  • QuickBooks ✅
  • Exact Online ✅
  • NetSuite V1 & 2.0 ✅
  • DATEV ✅

How integrations work

Although multiple VAT lines appear on a single expense in Rydoo, they are split into separate lines in exports and integrations.

Each tax rate generates a separate export line.

The following fields will differ per line:

• Amount (subtotal)
• Tax (%)
• Tax name
• Tax amount
• XPD

All other fields remain the same. In case of a multiple VAT expenses, the integration will post a line for each individual tax rate with above details. The so-called 'Parent Expense' (original expense in Rydoo) will not be included.

Example for the above expense with 3 VAT rates: the integration will post 3 expense lines: one for each VAT rate and amount, with their own XPD identifier and with the remaining expense details identical. The original expense with the total amount will not be posted.

This ensures that expenses can be correctly processed in your ERP or accounting system.

💡 Once any of these expenses are marked as reimbursed, the full expense in Rydoo is marked as Reimbursed, this status is final and cannot be reversed. Any rejection sent from your ERP after reimbursement will not be applied. 

We recommend handling all approvals and rejections directly in Rydoo before reimbursement takes place.