Travel expense report software: online & web-based
The web-based software for your online travel expense reports. Quick and easy in the cloud. Photograph and upload receipts, check and approve them online.
Enquire nowOnline travel expense management: smart, digital and mobile
Are your employees often on business trips? Then you are already familiar with the many regulations in the area of travel expense accounting. Templates for travel expense reports help with administration in the short term, but are not a permanent solution.
The better alternative is systematic travel expense management with web-based software such as projectfacts. Solve your travel expense processes sustainably. The online management of travel expense requests and downstream invoicing saves you a lot of time and effort.
What is travel expense management software?
Travel expense management software is a web-based tool that companies use to record, check, approve and settle their employees' travel expenses digitally. Instead of templates and piles of paper, the entire process runs online in the cloud, from the travel expense request through approval to invoicing.
projectfacts covers this travel expense workflow as part of Invoicing: receipts, flat rates, approvals and passing costs on to customers sit in the same system as projects and billing. Development and hosting take place in Germany in compliance with the GDPR.
Travel expense software on its own or as part of an integrated system?
Enter receipts online
Documenting and submitting all travel receipts costs your employees valuable time that could be better spent on project work with customers. With projectfacts, travel expenses are quickly recorded, even when on the move. All your employees need is a smartphone with internet access.
Individual & collective billing
If you wish, you can settle receipts individually or collectively at the end of a trip, week or month. Even different currencies and country-specific meal rates are no problem for projectfacts – your software for online travel expense accounting.
Completely digital billing
You can manage all travel expenses in projectfacts completely digitally, from application to approval to invoicing. Employees submit their travel expense requests for review directly in the system. Approval also takes place digitally and online. This allows you to settle travel expenses quickly, easily and efficiently.
"For us, projectfacts is a very important tool in our day-to-day business." – Stefan Jost, Managing Director, EMSR-Partner
Easily record travel expenses digitally
With travel expense management from projectfacts, your employees can import travel expense receipts digitally. With digital receipt capture, you enjoy the full flexibility of online travel expense accounting. Wherever you have Internet access, receipts can be photographed quickly and easily or uploaded to the software as a PDF using drag & drop.
All relevant information is automatically recorded and digitally imported into the system. You can continue working with it directly from there. For example, you can submit a travel expense claim and link the associated receipts.
Save yourself any form of paperwork to keep track of travel expenses. Manage your travel expense report online instead.
- Simply scan invoices and receipts digitally
- Link receipts to the travel expense report in the software
Record and settle travel expenses online
Save yourself valuable time and paperwork when it comes to accounting for your business trips. Thanks to digital recording, you can simply upload your receipts to the cloud. Applications are checked, approved and settled there.
Enquire nowOnline travel expense report – as flexible as you are
Once you have collected your receipts digitally, you can also process all further steps directly in projectfacts. From application to approval to accounting, projectfacts covers the entire process and effectively simplifies your travel expense accounting.
Individual or collective billing
When it comes to travel expense accounting, your employees can choose between an individual travel expense report and a collective travel expense report. With travel expense accounting, a single trip is recorded in each case. By specifying the duration of the trip, the additional meal expenses are automatically calculated.
With a collective statement, all trips within a certain period can be processed in just one statement. This allows you, for example, to simply settle all travel expenses for the previous weeks in one step at the end of the month.
All travel expenses are stored in the statement:
- Overnight stays
- Travel costs for rail, air or car travel
- Expenses
- Meal allowance or additional meal expenses
- and more....
Allowances beyond the flat rate
Under cost types you store the flat rates for meal allowances as usual. If you pay your staff more than the tax free amounts, there are two ways to handle that.
- Optional supplements to the tax free amounts: a fixed taxable amount that is added to the tax free allowances used.
- Optional differing fixed payout amounts: you store the final sum, and projectfacts derives the taxable excess from it, depending on the allowances used.
Manage and approve travel expense reports online
Even trips abroad, different currencies and country-specific meal rates are no problem for projectfacts. The additional meal expenses are automatically calculated for the duration of the trip and according to the applicable meal rates.
The complete travel expense workflow, from recording through checking to approval, runs in one system, without detours via e-mail attachments or paper receipts.
Once the travel expense report has been completed, your employees can simply submit it for checking in the software. The responsible reviewer receives a notification in the system and can then give their approval. After approval, the claimant is also automatically informed.
In an overview, you and your employees can see at any time which travel expense reports have already been approved or settled. All original receipts are also available as a file and supplement the listed travel expenses.
- Travel abroad, different currencies and country-specific meal rates
- Integrated testing and approval process within the software
- All original receipts documented for you and available at any time
How to recognise good travel expense software
Recording on the move, not in the office
Receipts can be photographed with a smartphone or uploaded as a PDF while still on the trip, instead of being collected until you return.
Flat rates calculated automatically
Additional meal expenses are derived from the duration of the trip, including for trips abroad, foreign currencies and country-specific meal rates.
Approval without switching media
Request, checking and approval run as a continuous travel expense workflow in the system, not by e-mail on the side.
Linked to billing
Approved travel expenses go straight into billing instead of having to be transferred again at the end.
Passing costs on to customers
Travel expenses from customer projects can be passed on in full or in part.
Data held in Germany
Development and hosting take place in Germany in compliance with the GDPR, either in the cloud or on your own premises.
Digitise your accounting with software for travel expenses
Travel expense accounting is the unloved child of many employees. It takes time and does not create any immediate added value. So simply leave the administration to our online system.
Enquire nowTravel expenses for customer projects – Simple project accounting
Pass on travel expenses
As an all-in-one software solution for your travel expense management, you also benefit from online travel expense reporting in many other areas. Assigning travel expenses to customers or projects is child's play. In this way, you can easily pass on travel expenses incurred in the course of a customer project – whether in full or in part.
Activity reports and cost controlling
The online travel expense report from projectfacts also helps you to create activity reports or invoices. Detailed controlling of all costs also gives you a complete overview, not just of your travel expenses. Digital travel expense reporting gives you and your employees more time for the essentials.
Travel expense report at a glance
Digital recording
Record travel receipts digitally and upload them easily
Integrated audit
Testing and release within the software
Complete documentation
All original documents available at any time
For all cases
Take into account typical local catering and VAT rates
Still have questions? We have the right answer!
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