Smart (travel) expense reports

Automating (Travel) Expense Reporting

Replace physical receipts with mobile photos: with electronic (travel) expense reporting, you can digitally submit and approve your invoices. All relevant data is automatically extracted, and additional expenses (such as mileage) are calculated in just a few clicks. Pre-configured approval workflows make it quick and easy to review travel requests and expense reports.

Location-independent requests and reports, even from mobile devices
No need for physical receipts anymore
Significantly more efficient process with reduced error rates

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Workflow
Benefits
Expense Reporting
Travel Expense Reporting
Travel Requests
FAQ
Success Stories
Blog

Workflow

Automate (Travel) Expense Reporting

1. Store Receipts & Automatically Extract Data

Save receipts by taking photos with your mobile phone or using drag and drop

Receipts you incur during business meetings or travel can be immediately photographed with your mobile phone and stored in your account via email. This way, they are already saved for later expense reporting, and you don’t need to keep physical copies of the receipts. PDF invoices can be easily added via drag and drop.

The receipts are automatically extracted, and all relevant information is collected. Once you return to your workplace, you can digitally process your expense report with the prepared data.

Automatic extraction of all relevant invoice and travel data, including country of the receipt, tax rates, currency, gross and net amounts, exchange rates (with dates)
No more lost receipts
User-friendly interface

2. Prepare Digital (Travel) Expense Reports

Submit Your Reports Digitally

In the second step, the expense report is prepared digitally. If there is a claim for mileage reimbursement, it can be calculated using a simple form. The user selects the meals already included in the receipts and enters individual travel details (such as duration and purpose).

The request is then sent for approval to the relevant parties. A clear summary of the calculations, as well as individual receipts in the attachment, is always available.

User-friendly interface with easy input and verification of all information
Responsive expense report templates specific to each set of travel data
Significant reduction in effort and error rates

3. Easy Approval Workflow

Digital Approval

The expense report is digitally submitted for approval in a pre-configured, flexible workflow by the relevant authorities. All information and approval steps are displayed transparently and clearly on the interface. The integrated chat allows for quick communication and consultation.

Automatic compliance and travel policy checks
Comparison of target and actual values, quick overview of budgets, and analysis of individual parameters (e.g., destination countries, total costs, number of trips)
User-friendly and transparent approval workflow with integrated chat

Manage Travel Requests Digitally

With our solution, you can easily create travel requests and have them reviewed and approved by supervisors in just a few clicks. A rough estimate of planned costs allows those in charge to have maximum visibility into all upcoming business trips. Reservations, tickets, or relevant expenses can be included and saved in the request. Thanks to centralized management with access for all involved parties, continuous information and communication are ensured for all sides. The solution allows for the flexible inclusion of relevant employees, such as travel arrangers and can mirror the valid approval process within the company.

All information about planned and completed business trips is centrally located. As a result, supervisors can not only handle individual business trips more easily but also conduct queries and analyses based on specific trip parameters, such as destination countries, total travel expenses, or the number of business trips.

In addition to the standard workflow, travel requests can be customized, and the scope of services can be expanded. For example, it is possible to confirm business trips after completion and easily submit them for expense reporting. If business trips occur regularly, travel requests can be copied and resubmitted without any hassle.

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Benefits

All Advantages of Digital (Travel) Expense Reporting

Save Resources

Significantly less effort for request submission and expense reporting

Intelligent Automation

Automatic extraction of relevant data, including country-specific variations

Compliance

Compliant reporting of all expenses

Easy Communication

Integrated chat function for straightforward communication

Transparency

User-friendly interface and central overview of all information

Expense Reporting

Automatic capture of all relevant invoice details, including tax rates and gross and net amounts. Easy calculation of mileage reimbursement.

Submit expenses with significantly less effort
Reduced error rates with increased transparency and overview

Business Frau im Zug schaut auf ihr Handy

Travel Expense Reporting

Intelligent extraction of all relevant data. Exchange rates, per diems, and mileage reimbursement are automatically calculated with a few clicks.

Responsive expense report templates specific to each set of travel data
Compliant reporting of all expenses and per diems

Travel Requests

All information about planned and past trips at a glance, including cost estimates and comparisons of planned vs. actual budgets. Specific analyses provide valuable insights.

Support for compliance with travel policies, with a focus on sustainable travel
Easy supervision of travel budgets

Expense Reporting

Digital Expense Reporting

Excel spreadsheets, long-term storage of individual receipts, printing, stapling, and other tedious steps are a thing of the past. With automated expense reporting, receipts are photographed and stored in your account via email. You can easily finalize the report at a later time. Clear approval processes and simple communication options ensure a smooth workflow from request submission to approval by supervisors.

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Travel Expense Reporting

Automate Travel Expense Reporting

Automated travel expense reporting allows you to easily store receipts incurred while on the go and process them later (independently of location). Responsive expense report templates and automatic calculation of exchange rates, per diems, and mileage reimbursement greatly reduce the effort.

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Travel Requests

Centrally Organize Business Trips

All information about an upcoming trip, such as reservations, tickets, or expenses, is centrally accessible and can be quickly viewed by relevant individuals. Supervisors gain maximum visibility into travel budgets, planned costs, and other parameters. Travel arrangers can organize trips much more easily and communicate effectively. Employees have access to the current status and all trip documents, even from mobile devices.

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Integrations

Seamless integration into common FIBU/ERP systems

Among others:

BMD
DATEV
MS Dynamics 365 Finance&Operations or Business Central
MS Dynamics NAV
MS Dynamics AX
SAP S/4HANA (Cloud)
SAP Business One
SAP ECC
Sage Office Line
IBM Maximo
Infor
Oxaion

FAQ

Frequently Asked Questions

Which travel expenses can be claimed?

Travel expenses, subsistence expenses, accommodation expenses and incidental expenses are included. The actual costs incurred (i.e. tickets, taxi fares, etc.) count as travelling expenses.

For tax purposes, a journey of at least 25 kilometres from the office (the “place of normal activity”) must be made to attend to business/professional matters in order for daily allowances to be deducted. The length of stay must not exceed 5 days or the number of trips to the same location 15 times/year (otherwise a new “centre of activity” applies).

Ancillary expenses include tips, tickets for public transport and telephone expenses.

See: https://www.usp.gv.at/steuern-finanzen/betriebseinnahmen-und-ausgaben/reisekosten.html

How are travel expenses composed?

Travelling expenses are made up of travel costs (actual costs incurred in the form of tickets, mileage allowance or taxi bills), additional expenses for meals in the form of daily allowances and accommodation costs.

What information must be included in a travel expense report?

The following information must be included in a travel expense report: Date and purpose of the trip, destination, arrival and departure dates, means of transport, accommodation costs, additional meal expenses, other additional costs (hire car, parking, etc.). The total costs and entitlement to reimbursement are also stated.

What does the kilometre allowance for business trips include?

The official kilometre allowance is 42 cents per kilometre for cars, 24 cents per kilometre for motorbikes and 38 cents per kilometre for bicycles. There is also a 5ct/KM allowance for passengers.

A maximum of 30,000KM can be paid out tax-free per calendar year.

See: https://www.bmf.gv.at/themen/steuern/kraftfahrzeuge/kilometergeld.html

Why are receipts necessary for travel expense reports?

Receipts are necessary to document expenses and demonstrate their appropriateness and business relevance. They serve as proof of the actual costs incurred and can be requested in the event of audits or tax inspections. With an electronic travel expense report, the digitalised receipts with audit-proof archiving comply with the GoB and the required statutory documentation obligations of companies.

What is the difference between travel costs and expenses?

Expenses are the costs for meals and other minor expenses during a business trip. Travel expenses also include means of transport (tickets, car hire, mileage allowance, etc.) and accommodation.

How long can you submit expenses?

The time frame for submitting expenses depends on the employer’s internal guidelines and legal requirements. As a rule, however, expenses should be submitted promptly after the business trip in order to guarantee the smoothest possible processing.

The longer it takes you to submit your travel or expense report, the greater the risk of losing necessary receipts or information. You don’t have this problem with an electronic travel expense report or expense report: here the receipts are photographed as soon as they are received, digitised and stored in the account for later processing. You can enter relevant additional information at any time using your mobile device. If your expense or travel expense report is digital, you and other relevant persons can also call up the completed claim at any time and check the approval status.

How do you claim expenses correctly?

When you claim your expenses, you should have carefully documented all expenses. This includes receipts for meals, transport and other expenses incurred while travelling. The claim should then be made in accordance with the employer’s guidelines and tax regulations, taking care to ensure that only reasonable costs actually incurred in connection with the business trip are claimed.