16. Expense Claims, Receipts and Freelancer Invoices

Expenses paid on behalf of the club remain separate from wages, volunteer allowances and commuting mileage.

A team member submits a claim through My money. An administrator can do this on their behalf through Expenses & compensation → Expenses & receipts.

When can an expense be submitted?

An actual expense can only be submitted when the club has enabled that expense type in the settings. Disabling it blocks new claims but does not remove existing history.

Review the claim

• purchase date and merchant;

• description and category;

• amount and payment method;

• linked activity;

• receipt or other supporting document;

• who incurred and who entered the expense.

Status flow

Draft → Submitted → More information needed → Approved → Ready for bank → Paid

Do not allow someone to approve their own expense claim by default.

Freelancer invoices

A freelancer can upload a PDF invoice for confirmed performances. ClubWerk compares it with the agreed amount and shows the declared VAT treatment.

If something differs, request an explanation or corrected invoice and retain earlier versions. ClubWerk does not determine whether a VAT exemption or rate is legally applicable.