Expenses

Per diems, mileage, tolls, parking and small purchases stop being an envelope that turns up at month end in somebody else's handwriting with half the receipts unreadable. Whoever travels records it on the spot, in thirty seconds, and forgets about it.

From there the flow is the same as any other document: the manager approves or returns it, it gets reimbursed and posted, with its entry and its deductible VAT where applicable. Every step carries its date and its user, so nobody has to ask where a reimbursement stands.

What turns this into information rather than paperwork is that each expense can be charged to a project, a service or a cost centre. A job's margin then includes what it really cost to get there, which is exactly where the projects that looked profitable hide.

Recorded where it happens

The expense is logged on the spot, not at month end

The employee photographs the receipt from the mobile app and the expense is created with its digitised proof, its type, its date and its amount. Thirty seconds outside the restaurant, and it is done.

The usual alternative (keeping receipts in your wallet and emptying it at month end) always fails the same way: they get lost, thermal paper fades and nobody remembers which customer that lunch three weeks ago was for. Whatever is not recorded the same day is recorded badly or not at all.

What gets captured

Per diems and meals, with the reason and the customer or project involved.
Mileage, with the journey and its rate per kilometre.
Tolls, parking and transport.
Small purchases made by a technician or a rep on the move.

Approve and reimburse

From photo to reimbursement, with every step dated

The expense follows the same flow as any document in the system: it is submitted, the manager approves it or returns it with a reason, it is reimbursed and posted, with its entry and its deductible VAT where applicable.

Every step carries its date and its user. That settles the most repeated conversation between an employee and admin ("has mine been paid yet?") without either of them having to look anything up: the status is on the expense record and the employee sees it from their portal.

For the company, the advantage is that the expense reaches the books with its digitised proof attached. The day the tax authority asks for the backing of a line, it is there.

Where it is charged

The project that looked profitable and was not

Each expense can be charged to a project, a service, a customer or a cost centre. It looks like an administrative detail and it is what separates a believed margin from a real one.

Travel, per diems and last-minute purchases are rarely charged anywhere, so they dissolve into the general P&L. The job that needs three 200-kilometre trips looks just as profitable as the one next door, until somebody adds it up.

With charging in place, each project's financial result includes what it really cost to get there, alongside the hours charged and the material consumed from stock.

See expense management in a demo

Clearing things up

Frequently asked questions

Answers to what we get asked most.

How does an employee record an expense on the road?

With a photo of the receipt from the mobile app: the expense is created with its digitised proof, its type, its date and its amount, in about thirty seconds. Per diems, mileage, tolls, parking and small purchases are all covered.

Who approves expenses and how are they reimbursed?

The manager approves them or returns them with a reason, and from there they are reimbursed and posted with their entry and deductible VAT where applicable. Every step carries its date and user, and the employee sees the status from their portal without asking.

Can I know how much I spend on each project?

Yes, each expense can be charged to a project, a service, a customer or a cost centre. That is what makes a job's margin include what it really cost to get there, alongside charged hours and material consumed.

Is the receipt kept for tax purposes?

Yes, the expense reaches the books with its digitised proof attached, so the day you need to produce the backing for a line it is findable in seconds rather than in a box of receipts.

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