Expenses & Reimbursements collects your team’s receipts, checks every expense against company policy, routes it through your approval structure and pays people back in one payout, in any currency.
The employee wants their money back. The manager wants to know what they are approving. Finance wants every euro to have a receipt and a reason.
Each category has its limit, a receipt is required from the amount you choose, and an expense has a deadline. The check runs as the expense is submitted, so the approver sees the result, not a pile of receipts.
| Person | Category | Date | Amount | Check |
|---|---|---|---|---|
| Hannah Brooks | Accommodation | 15 Oct | €280.00 | Within policy |
| George Whitfield | Client meeting | 16 Oct | €1,840.00 | Over the €500 limit |
| Charlotte Hughes | Meals while travelling | 16 Oct | €91.00 | Same day, same amount |
| Oliver Grant | Transport & taxi | 2 Sep | €42.00 | After the 30-day deadline |
| Amelia Ward | Office supplies | 17 Oct | €24.50 | Within policy |
A hotel in złoty, a taxi in dollars, a trip to another city by car. Each expense keeps its own amount and is converted at the rate on its date; mileage and allowances are calculated from the rates your company sets.
Approved expenses wait in one list. Finance gathers them into a payout, downloads the file for the bank and marks it as paid. People are notified the moment their money is on its way.
| № | Person | IBAN | Expenses | Amount |
|---|---|---|---|---|
| 1 | Hannah Brooks | NL91 ABNA •••• 4300 | 4 | 608.00 |
| 2 | Oliver Grant | NL20 INGB •••• 7781 | 3 | 264.20 |
| 3 | Charlotte Hughes | DE89 3704 •••• 1205 | 2 | 198.00 |
| 4 | George Whitfield | NL02 RABO •••• 6619 | 1 | 112.00 |
| Total | 10 | 1,182.20 |
Six months of spending by category, department, office and project, next to the budget you set. The overview shows what is waiting for a decision and when the next payout is due.
People, offices, departments and managers are the ones you already have in Leave & Absence. Add a person once and they are everywhere; approvals follow the same company structure. With Expenses alone, the team is set up exactly the same way: import, invitations and the Telegram bot.
An IBAN is seen by the person, finance and company management, only to make a payment. A line manager approves the expense but never sees the account. A submitted expense is visible to its author, the approvers and finance; colleagues don’t see each other’s claims.
No feature tiers and no add-ons. Every workspace gets the whole tool.
A seat is a person in the team. The tool is billed on its own, and the team is shared with every other tool in your workspace.
No. Tools in one workspace share the team: people, offices, departments and managers are already in place, and expenses are approved through the same structure.
Yes. Finance or management can submit on a person’s behalf, for example for a driver with a paper receipt. People who work from their phone submit through the Telegram bot.
At the ECB or NBU rate on the expense date. For a currency they don’t publish, the person enters the rate from their bank statement. Each expense keeps both its own amount and the amount in the payout currency.
Your company enters them, for each country and with the date they apply from. A new rate does not change expenses that have already been submitted.
The person, finance and company management, only to make a payment. A line manager approves expenses but does not see the account.
