Nordsynk ExpensesExpenses and receipts in Fortnox.
Authorized before they are booked.
Photograph the receipt or email it to your personal address. Nordsynk reads it, suggests account and VAT, and sends the expense to your approver. Only once it is authorized is it booked in Fortnox, with the receipt attached.
The first 25 items per company are free. Then SEK 2 per registered expense, excl. VAT.
Example · invented numbers
Receipt · photographed on a phone
Clas Ohlson
14 Oct 2026
Voucher · Fortnox
Expense from Anna Lindqvist · receipt attached
| Account | Debit | Credit | Reason |
|---|---|---|---|
| 5460 Consumables | Debit199.20 | Credit | ReasonSame account as Anna's last purchase |
| 2640 Input VAT | Debit49.80 | Credit | Reason25% VAT per the receipt |
| 2820 Owed to employee | Debit | Credit249.00 | ReasonAnna's expense, paid out with salary |
From receipt to booked expense
Five steps. The only thing that needs a person is the authorization, and the few questions Nordsynk cannot settle on its own.
Receipt
Photo or email
To the person's own address, or uploaded in the app
Nordsynk
Reads and suggests
Fields, account, VAT, and questions only when needed
Authorize
Link in the email
The approver approves or rejects, with no Fortnox login
Fortnox
Voucher
Receipt attached, on the right account and VAT rate
Stop
Duplicates and documents that are not receipts are stopped. A rejected expense goes back to the person with the comment.
- 01
The receipt comes in
Each person gets their own email address for receipts, and can photograph a receipt on a phone or upload a file. An email with several attachments becomes several expenses.
› anna-3q8k@kvitto.exempel.se
- 02
AI reads the receipt
AI reads the date, merchant, amount, currency and VAT. The model only fills in the fields. VAT, the account and what gets stopped are decided by Nordsynk's rules, not by AI.
› Clas Ohlson · 14 Oct · SEK 249.00 · VAT 25%
- 03
Questions only when needed
Company card or private purchase, category, purpose and attendees at a representation expense: Nordsynk asks only when the receipt and earlier purchases do not settle it.
› Company card or private purchase?
- 04
The right person authorizes
Your rules decide who authorizes, by person, category or amount. The approver gets an email with a link, sees the receipt and the coding, and approves or rejects. No Fortnox login is needed.
› Over SEK 2,000: the finance manager authorizes
- 05
Booked in Fortnox
After authorization the voucher is created in Fortnox with the receipt attached. A private expense is then paid out through Fortnox Payroll, as a supplier invoice to the person, or with a manual payout list.
› Voucher with the receipt attached, on the right account and VAT
Card purchases without a receipt find their line
Card purchases come in through the card statement. Nordsynk matches each purchase to a receipt by amount, date and merchant. If there is no match, the person sees a reminder.
If the receipt is still missing after two days, the cardholder gets an email with three choices: upload the receipt, say that there is no receipt, or mark the purchase as private. Reminders go out after seven and fourteen days.
Nordsynk Expenses issues no cards and does not book the card statement. Each purchase is booked against the company's card account, and you book the card bill in Fortnox yourselves.
Example · invented numbers
Card statement · October
Card 4417 · Acme Bygg AB
| Date | Merchant | Amount | Status |
|---|---|---|---|
| 12 Oct | MerchantClas Ohlson | Amount249.00 | StatusMatched to receipt |
| 13 Oct | MerchantCircle K | Amount612.40 | StatusMatched to receipt |
| 14 Oct | MerchantTaxi Stockholm | Amount238.00 | StatusReceipt missing |
Email to Erik Berg
We are missing the receipt for SEK 238 at Taxi Stockholm on 14 October.
Authorize without a Fortnox login
Every morning the approver gets an email with a link to all expenses waiting for them. The link opens the receipt, amount, account and reason. The approver can approve one at a time, or all without warnings.
The link is valid for 14 days. An approver who rejects writes a comment, and the person who submitted the expense gets it back. Reminders are sent if nothing happens.
Nothing is booked in Fortnox until the expense is authorized.
Example · invented numbers
Authorize · 07:00
Three expenses are waiting for you
- Clas Ohlson · Anna LindqvistOffice, 14 OctSEK 249.00OK
- Circle K · Erik BergFuel, business tripSEK 612.40Warning
- Taxi Stockholm · Erik BergClient meeting, 14 OctSEK 238.00OK
↳ The link is valid for 14 days. A rejected expense goes back to the person with your comment.
A trip log and per diem that go to payroll
The trip log is in the app: date, from, to, purpose and kilometres, with saved routes, copy last trip and return trip. Per diem is calculated day by day from the trip's times, overnight stays and meals.
Amounts follow the Swedish Tax Agency's rules for the year, and you see the total before anything is sent. The amount goes to Fortnox Payroll as a salary transaction, or is exported as a basis if you use another payroll system.
Nordsynk Expenses is not a GPS trip log. If you want automatic logging of trips, you need another tool.
Example · invented numbers
Fortnox Payroll · next run
Basis for March · authorized
| Person | Item | Basis | Amount |
|---|---|---|---|
| Anna Lindqvist | ItemMileage, March | Basis412 km | Amount1,030.00 |
| Anna Lindqvist | ItemPer diem, Gothenburg | Basis2 days | Amount600.00 |
| Erik Berg | ItemMileage, March | Basis186 km | Amount465.00 |
Pay per registered expense
A receipt, a lost-receipt declaration or a travel claim registered in Fortnox is one item. A month of mileage for a person, sent to payroll, also counts as one item.
Nordsynk Expenses
SEK 2
per registered expense, excl. VAT
This is free
- The first 25 items per company
- Card purchases and card statements
- Rejected, withdrawn and duplicate items
- Documents that are not receipts
No monthly fee and no fee per user. It is not part of Nordsynk's licences per company and user.
Example · invented numbers
Monthly invoice from Nordbeam AB
Nordsynk Expenses · October · Acme Bygg AB
| Item | Count | Price | Total |
|---|---|---|---|
| Registered expenses | Count80 | PriceSEK 2 | TotalSEK 160 |
| Card purchases and statements | Count143 | PriceSEK 0 | TotalSEK 0 |
| Rejected and duplicates | Count6 | PriceSEK 0 | TotalSEK 0 |
For accounting firms with many client companies
Activate Nordsynk Expenses for each client company. Each company has its own approvers and rules, and the All companies view shows what is waiting in each one.
Each client company is billed SEK 2 per registered expense for its own items. There is no combined firm billing yet.
What Nordsynk Expenses reads and what it does not store
Salaries are not read
Nordsynk Expenses reads name, email address and status for employees in Fortnox Payroll, and adds rows to the next payroll run. Salaries are not read. Personal identity numbers and bank accounts are never stored.
Receipt files in the EU
Receipt files and card statements are stored in an EU region and shown only to those who need them: the person themselves, the approver and company administrators.
Fortnox through the public API
Nordsynk uses the public Fortnox API with Fortnox OAuth approval. Nothing is written to Fortnox before authorization, and Nordsynk never gets your password.
Questions about Nordsynk Expenses
How much does Nordsynk Expenses cost?
SEK 2 per registered expense, excl. VAT. The first 25 items per company are free. There is no monthly fee and no fee per user. Card purchases, card statements, and rejected or duplicate items cost nothing.
Does the approver need a Fortnox licence?
No. The approver gets a personal link by email and sees the receipt and the coding in a web browser. No Fortnox login and no Fortnox user is needed.
What happens in Fortnox before an expense is authorized?
Nothing. The expense stays in Nordsynk until it is authorized. Only then is the voucher created in Fortnox, with the receipt attached.
Can I use the company cards I already have?
Yes. Nordsynk Expenses issues no cards. Card purchases come in through the card statement you email or upload and are matched to receipts.
How does mileage work in Nordsynk Expenses?
You log trips in the trip log in the app, with date, from, to, purpose and kilometres. The amount follows the Swedish Tax Agency's rules for the year and is sent to Fortnox Payroll. Nordsynk Expenses is not a GPS trip log.
Why do mileage and per diem go to payroll and not to an ordinary voucher?
Tax-free allowances must be reported in the employer's declaration, and any taxable part is salary. That is why mileage and per diem are sent to Fortnox Payroll and not booked as an ordinary expense voucher.
What does Nordsynk read about employees in Fortnox?
Name, email address and whether someone is inactive. Salaries are not read, and personal identity numbers and bank accounts are not stored.
Can an accounting firm use Nordsynk Expenses for its clients?
Yes. Activate Nordsynk Expenses for each client company and use the All companies view. Each company is billed SEK 2 per registered expense for its own items. There is no combined firm billing yet.
How does Nordsynk Expenses compare with Fortnox Kvitto & Resa?
Kvitto & Resa is built into Fortnox's own app and costs per receipt and per travel report, according to Fortnox's price list. Nordsynk Expenses costs SEK 2 per registered expense, excl. VAT, and is a web app for the phone. The dated comparison with sources is on the Kvitto & Resa page.
The receipt on your phone, the expense in Fortnox.
Activate in Fortnox and invite the people who submit expenses.