Claiming expenses online

We’re improving the way our elected and appointed members can claim expenses, making it faster and easier to submit and manage claims online using the Certify mobile app or online portal.

Choose to use a simple, secure mobile app or online portal on any device
Quickly and easily claim expenses, submit receipts and track your claims online
Be confident we're handling your personal data securely
Support improved financial reporting for the Law Society

Installing Certify Mobile

Installing Certify Mobile on Android

Search for ‘Certify Mobile’ in the Play Store. The app is free to download
Tap ‘Install’ next to the Certify Mobile icon
Tap ‘Accept’ to allow Certify to access your location, photos and camera
Once the app has finished installing, tap the app icon to open Certify Mobile

For step-by-step instructions, download our step-by-step guide to installing Certify Mobile on Android (PDF 221.7 KB).

Installing Certify Mobile on Apple

Search for ‘Certify Mobile’ in the App Store. The app is free to download
Tap the ‘Get’ or ‘Open’ button next to the Certify Mobile icon and enter your Apple ID
Once the app has finished installing, tap the icon to open Certify Mobile

For step-by-step instructions, download our step-by-step guide to installing Certify Mobile on Apple (PDF 193.4 KB).

Log into Certify for the first time

Click the link in the welcome email with login details and instructions to start creating your Certify account
On the Certify website, confirm your email, then click ‘Continue’
We use multi-factor authentication to verify accounts. Choose whether to have a verification code sent to your email or mobile phone, then click ‘Continue’
On the next page, set and confirm a password that meets the password requirements
If the password you have chosen is strong, passwords match and all fields are green, click ‘Continue to login’
You will be sent an email confirming your password has been reset. To login, enter your email address and password, then click ‘Login’

For step-by-step instructions:

Adding receipts and expenses

You can add receipts and expenses on the go using the Certify Mobile app or the online portal. There are various ways to claim expenses using Certify. You can either:

add a receipt using the instructions below (recommended), or
add an expense line

Adding receipts with the mobile app

You will need to provide a unique receipt for each expense claim.

Before you start, make sure you understand the receipt requirements for member expense claims (PDF 365 KB).

The Certify mobile app works with Apple and Android devices. You can use it to easily upload receipts using your mobile device's camera.

The receipts will be synchronised to the Certify online portal, so you can use your mobile or desktop device to create your expense report (claim).

Log into the app with your username and password
Tap the green ‘Add receipt’ button
Select a photo resolution to open your camera:
- 'High/medium' – recommended
- 'Low' – use only if your device is short on storage
- 'Gallery' – to add a photo receipt already saved in your photo gallery
Hold your phone about 20 cm from the receipt, making sure it fills the camera screen and the receipt looks clear and centred
Tap the photo button, then tap ‘Use photo’ (Apple) or ‘OK’ (Android) to save the image
Tap ‘Autofill’ to automatically populate data from the scanned receipt
Check the data and complete any missing files, then ‘Save’
Once you have added all your receipts, tap ‘Sync’. You can now access your receipts from the Certify online portal

If you upload a receipt by mistake (for example, if you have taken several copies of the same receipt), you can easily delete it. See the guide to deleting receipts.

For step-by-step instructions, download the step-by-step guide to adding receipts (PDF 358.6 KB).

Adding receipts with the online portal

You can add receipts to My Certify Wallet by email or by uploading from your document folder:

email your receipt(s) to receipts@certify.com from the email address you use to login to Certify, or
click the ‘Upload’ button to add a receipt from your document library

Any receipts you uploaded using the mobile app will also be shown in My Certify Wallet.

For step-by-step instructions, download the step-by-step guide to adding receipts (PDF 358.6 KB).

Adding expenses with the mobile app

Log into the Certify mobile app with your username and password
Tap the green 'Add expense' button
To the blank 'Enter expense' page, complete the missing fields (including the date and amount of the expense), then tap 'Save'
The expense line with be saved to 'Expenses in Certify'
You can add further expense lines as needed

Any expense lines you add will be synchronised to the Certify online portal. You can use your mobile or desktop device to create your expense report.

Deleting receipts

In the Certify Mobile app, tap ‘Receipts in Certify’ to display a list of all your receipts
Tap the receipt you would like to delete, scroll to the bottom and tap ‘Delete’
A warning message will ask you to confirm that you want to delete the receipt. Once a receipt is deleted, it cannot be recovered. Tap ‘Yes’ to delete the receipt
The receipt is now deleted from ‘Receipts in Certify’ – this will be reflected in the online portal

For step-by-step instructions, download the step-by-step guide to deleting receipts (PDF 287 KB).

Making a claim

Our expenses policy

Our expenses policy sets out what expenses our Council, Board and committee members can claim for.

Download our expenses policy (PDF 166 KB)

Creating an expense report

Create, edit and submit an expense report (claim) on the go using the Certify mobile app.

Before you start, make sure you have added your receipts or expense lines to Certify using the instructions above.

Tap 'Auto expense report'
Select your expense(s) from the options provided. We recommend you select 'Add all items to a new expense report', then tap 'Next'
Complete the following fields:
- expense report name – this should be the date (dd/mm/yyyy) followed by the name of the meeting you attended
- start date – the date your claim period will start
- end date – the date your claim period ends
- description – for committee meetings, describe your expense report in more detail. For event attendance on behalf of the Law Society, please give full details
- activity – this is the committee meeting you attended. If you are typing the committee name, a list of committees will appear that you can select from. For event attendance, you should select the name of the committee that you attended the event on behalf of
Once you have filled in these fields, tap 'Next'
You will be shown confirmation of any receipts and expenses you added. Click 'Finish' to create your expense report

For step-by-step instructions:

Watch the video on how to use the mobile app and create expenses claims below.

Reviewing an expense report for approval

Note: if you go out of policy for any expense claim, you will need to provide documentary evidence (such as an email) stating that you have been allowed to go out of policy.

On the 'Expense report' page, review the expense report (claim) you created
Tap the 'Edit' yellow pencil icon to review the expense line. Complete the following fields if missing:
1. date – the date you are creating the report
2. category – click on the double blue arrows and scroll to select the category for the expense (for example, 'Meals – lunch')
3. amount – this box for the amount you are claiming back will appear after you have selected the expense category
4. activity – this is the committee you attended
5. attendees – this will be 'Me' by default; if you are paying for other members who attended a committee meeting, you will need to list them here
6. reason – add a reason for claiming the amount (for example, 'Dinner – late committee meeting')
7. receipt – tap 'Select' to choose a receipt missing from the expense line
If you need to add any more expense lines that are not in the expense report, scroll to the 'Add expense' section
Complete the required fields, selecting your receipt
If you do not have a receipt in 'My Certify wallet', tap the 'Upload' button and take a photo or select an image from the library using the instructions above
After the receipts have been uploaded, tap 'Save'

For step-by-step instructions:

Submitting an expense report for approval

Scroll to the top and tap 'Submit for approval'
You will be asked to verify that everything on your expense report (claim) is accurate. Tick the 'I certify this expense report is true and accurate' box and tap 'Submit'
Your expense report (claim) has been submitted for approval and an email notification will be sent to the approver, informing them of your claim
Certify will send you email notifications as your claim progresses

For step-by-step instructions:

Forgot your password

On the Certify login page, select ‘Recover your password’, enter your email address and select ‘Continue’
Choose whether you would like your verification code sent by email or text. Select the option you prefer and select ‘Continue’
A verification code will be sent to the option you choose. Type in the verification code and select ‘Continue’
Create and confirm a new password that meets the password requirements
If the password you have chosen is strong, passwords match and all fields are green, click ‘Continue to login’
You will be sent an email confirming that your password has been reset
You will be presented with a page where you can type in your email address and new password. Click ‘Login’ to gain access to Certify

For step-by-step instructions, download the step-by-step guide on forgotten password (PDF 520 KB).

Frequently asked questions

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Payment will normally be within 30 days of your expense report (claim) being submitted.

However, if more information is needed about your claim, the clock will reset to zero.

We are introducing a new, secure online amendment form for you to let us know of any changes to your:

name
email address
bank details

In the meantime, you can continue to follow the existing process.

Contact our Support Centre and request another welcome email is sent to you:

use our online form and select 'Certify expenses' under 'Question details', or
call 020 7320 5757 between 9am and 5pm, Monday to Friday

Check when your expense report (claim) was submitted. You will receive payment within 30 days after submission.

However, if more information is needed about your claim, the clock will reset to zero.

Check if you received an email notification from Certify when you submitted your expense report (claim).

If not, you will need to check you submitted your claim for approval in Certify.

If your expense report has been submitted, check there are no outstanding enquiries that need to be answered.

You will need to answer these before your expense report can progress for payment.

If you submitted the expense report for approval and did not attach the relevant receipt, you will be ask to upload the receipt by the approval team.

If you submitted your expense report for approval and need to add an additional receipt, you will need to create a new expense report with the additional receipt for approval.

Download our expenses policy (PDF 166 KB)

You can also find our expenses policy in Certify.

You will need to log into Certify using the mobile app or online portal.

From the homepage, look for the 'Travel and expenses policy'.

We recommend you only claim for one committee meeting on an expense report.

Claiming for more than one committee meeting on an expense report will delay payment to you, as each committee you are claiming for will need to be approve.

If you take part in more than one type of committee or governance forum, you need to make a separate claim for each one.

However, you can claim for multiple expenses or meetings relating to the same committee on one expense report.

Under our expenses policy, there are no limits for international travel and hotels due to the variability of international prices.

However, you should make sure you obtain best value for the Law Society and that costs are reasonable.

You will need to have a receipt for each expense, as well as confirmation in writing that you can travel internationally.

Upload this email into Certify as evidence you were authorised to travel internationally.

Members incurring any expenses should claim their own expenses.

Committee members must also have attended the committee meeting they are claiming for.

However, for example, if you purchased combined meals for other committee members, you will be able to claim this amount back.

You will need to:

list all committee members that attended under 'Attendees' in Certify
provide a reason for claiming back the entire amount (as this will likely be above expenses policy limits)

The same expenses policy limits apply to each member: for example, £10 per person for breakfast within or outside London.

Yes, this is part of your travelling costs.

Apply the category 'Travel: congestion and toll charges'.

Follow the step-by-step instructions on this page (above) to learn how to use Certify and how to create an expense report.

You can download detailed instructions with screenshots showing what to do at each stage.

If you need further assistance:

contact our Support Centre using our online form and selecting 'Certify expenses' under 'Question details'
calling us on 020 7320 5757 between 9am and 5pm, Monday to Friday