Travel expense management made simple and intuitive

Mileage & Per diem reimbursements

Travel expense management made easy

Handle travel expense reports quick and comfortable: Submit receipts digitally, calculate mileage allowances and additional subsistence expenses automatically, and define rule-based workflows for approval.

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Upload receipts & invoices easily via app

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Automatic calculation of per diems

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Error-free and fast travel expense reporting

Automatic calculation of mileage allowances and additional subsistence expenses

Automatic calculation of mileage allowances and additional subsistence expenses

Simply enter the trip details and the corresponding per diems and the additional expense for subsistence are automatically determined according to duration, city and country. Even trips with multiple destinations can be easily processed in finway.

DATEV interface and exports for further processing of your travel expense report

DATEV interface and exports for further processing of your travel expense report

finway generates an overview for each reimbursement request for mileage allowances or additional subsistence expenses, which transfers important information as a file to DATEV Unternehmen online. A CSV export is also available as an overview for easy further processing of the additional meal expenses in payroll programs.

Get an even better overview with travel expense folders that display all related travel expenses of a trip in one folder

Coming Soon

Report the entire trip in one place

A travel expense report can quickly become extensive! With finway’s travel expense folders, you group all important details and requests under one folder. As with invoices and reimbursements, you can also define workflows in finway for travel expense reports and thus efficiently structure approval processes. For even more transparency and fast digital accounting.

Simple reimbursement of incidental travel expenses e.g. parking fees

Simple reimbursement of incidental travel expenses

Whether parking fees or admission charges: Employees can quickly scan receipts via the app. As usual, your reimbursement or invoice requests for incidental travel expenses are processed efficiently in finway. For a 100% paperless process.

Efficiently engage the team to approve and review travel expense reports

Efficiently engage the team to approve and review travel expense reports

Flexibly adapt approval workflows to your needs: Ensure that travel expense reports are automatically given to the right people for approval and review.

Components of a travel expense management report

There are different types of travel expenses, which means that the details of each travel expense report also differ. In any case, general information such as the name of the employee, date, duration, destination and purpose of the business trip should not be missing from a travel expense report. Travel expenses incurred by driving the employee’s own car are reimbursed with mileage allowances (for car or motorcycle trips) or with the actual amount. For concrete expenses with receipts (e.g. in the case of train travel), the reimbursement of travel expenses takes place via a reimbursement request. With regard to additional expenses for meals and accommodation, travelers are entitled to specific (half) daily rates – depending on the destination and duration of the trip. This entitlement is reduced accordingly if certain services (meals, overnight stays) were paid for or provided by the employer. Incidental travel expenses such as parking fees or entrance fees are often reimbursed in full by the employer.

If the employer sets expense guidelines, e.g. a certain ticket class for train travel or a certain upper limit for accommodation costs, employees should adhere to these in order to be reimbursed for all travel expenses later.

Advantages of a travel expense report software

Analog travel expense reports are typically tedious, time-consuming and error-prone; the verification and reporting of all expenses is very time-consuming. Especially for larger trips, this can lead to long processing times and frustration for employees. With software like finway, travel expense reports can be easily digitized. The online travel expense report has various advantages for employees, approvers and the accounting department:

  • Fewer manual errors, as for example, per diems are calculated automatically
  • Easy upload of receipts and invoices via app
  • Transparent documentation centrally in one place
  • Efficient integration of all employees through automated workflows
  • Faster processing and reimbursement of travel expenses
  • More time for other tasks
  • Export option to DATEV Unternehmen online and practical CSV overviews for further processing in payroll programs

No more tedious paperwork and Excel-based travel expense reports! finway makes travel expense reporting a simple, fast and effortless process.

FAQs on travel expense management

What are travel expenses?

Travel expenses are basically all costs incurred by employees in connection with a business trip, i.e. in the case of a business-related external activity.

What travel expenses are there?

A travel expense report consists of various items such as additional expenses for meals, travel costs, accommodation costs or incidental travel expenses. These include, for example, parking tickets or entrance fees. The individual items vary in amount depending on the type and duration of the business trip.

What is a digital travel expense report?

A digital travel expense report is an online summary of all costs incurred by employees in a company during a business trip. A digital travel expense report can be created with software such as finway.

When do you make a travel expense report?

A travel expense report is created when business trips are taken. This refers to activities that are carried out outside the fixed place of work and the place of residence. As a rule, these are, for example, activities that are outside the city limits of the place of work.

What information should be included in a travel expense report?

A travel expense report should contain certain information. This includes, for example, the name of the person traveling, the time, duration of the trip, start, destination and purpose of the trip and, if applicable, the kilometers driven, as well as corresponding evidence such as receipts or vouchers.

Which travel expenses are covered by the employer?

As a rule, travel expenses are reimbursed to employees and can be deducted from taxes by the employer as business expenses. However, there are cases in which the employer does not assume the costs incurred. Not every trip is a business trip that can be reimbursed, e.g. if the away activity is closer to the own home than the first place of work. In this case, employees have the option of deducting travel expenses from their income tax and claiming them as income-related expenses. For this purpose, all receipts and invoices incurred in connection with the trip must be sent to the relevant tax office.

Is a travel expense report mandatory and who must prepare it?

The preparation of a travel expense report is not obligatory for all types of travel expenses. There is, for example, no legal requirement to pay meals per diems to employees. In principle, both employees and managing directors can prepare travel expense reports.

How high are additional meal expenses and mileage allowances for travel expenses?

The mileage allowances and additional subsistence expenses are legally regulated by the German Income Tax Act (EStG) and can vary from calendar year to calendar year. If you create travel expense reports digitally using software such as finway, the currently valid per diems are calculated automatically.

Are receipts also required for the mileage allowance?

The mileage allowance is determined as a lump sum for the kilometers driven. This applies to the entire outward and return journey, and no further receipts or invoices are required.

What are incidental travel expenses?

Travel costs no longer only include the “big” obvious expenses such as travel, accommodation or food costs, but also the many smaller items that are incurred when employees are on the road. For example, there may be costs for telephony or postage, tolls abroad, parking garage/parking meter expenses, or entrance fees. Even costs incurred due to damage or theft typically count as incidental travel expenses. Which incidental travel expenses a company reimburses is regulated individually and should be clearly communicated to employees in advance. Private expenses incurred during a business trip, such as recreational activities after work, do not count as reimbursable incidental travel expenses.

FAQs on travel expense management with finway

Who can use the finway travel expense report?

German travel expense law is covered in finway. The tax-free lump sums for additional subsistence expenses and mileage costs serve as the basis on which finway calculates the amounts to be reimbursed. If German travel expense law applies to your company and you use the official German lump sums to calculate travel expenses, you can easily digitize your travel expense management with finway.

Can alternative mileage allowances be applied?

Depending on the vehicle, the current mileage allowance may not be sufficient. If required, separate mileage allowances can be stored in the profile of the employee, which are then used for the calculation.

Can alternative lump sums also be applied for additional subsistence expenses?

In finway the official German lump sums according to the German travel expenses law are provided. In contrast to the mileage allowance, the per diems for subsistence cannot be adjusted in finway.

Can I export the travel expense report in order to process it further e.g. in DATEV or in a payroll program?

If you need to, you can generate a CSV file as a summary of the travel expense report in finway, which can be exported to DATEV via an interface for further processing. Currently, finway does not offer direct interfaces to payroll programs. However, various export options facilitate further processing.

Can trips abroad be handled with finway?

finway also calculates the corresponding values of the additional subsistence allowance for trips abroad. Trips with several stops can also be mapped in finway. Mileage allowances can always be covered if the trip starts in Germany.

Felix Poernbacher DeepDrive

“I am absolutely thrilled with the software. finway is a spend management tool that makes everything insanely easy while being super dynamic and flexible. All expenses are managed in one place, which helps not to lose track. In addition, a really good reporting is connected there. I can only recommend finway to anyone who has problems or headaches with invoice and expense management.”

Martina Peter - FES Freie Evangelische Schule Stuttgart

“Our goal was digitization, i.e. to move away from paper, and to create clear approval processes to make it clear to employees who actually decides and approves what. We were able to map this transparently and simply with finway. The software is self-explanatory.”

Florian Schräpler

“The process for invoice approvals has become totally simple with finway. We are thrilled with how well it works and how you can set who can approve what and when. Approvals have become faster and, above all, error-free. Approvals are no longer given to the wrong people. Whereas it used to take us a week to approve an invoice, we can now do it within an hour and the invoice is paid within two days at the latest.”

Caesar van Heyningen Cureosity

“With finway, we not only achieve process accelerations, but also savings of at least 10 %. Before the introduction of finway, the ordering processes were less transparent. When an employee makes a purchase request in the tool, he then also directly questions the value and benefit of the order himself.”

Jan Stüven Climedo Health

“We use the new card function very often. We can control expenses better and easily pay online with the cards. We always keep control of budgets centrally and can regulate easily. Employees then simply upload their invoices and we can pass them on quickly and directly to the tax advisor.”

Andy Goldstein Deloitte

”finway is a top notch FinTech Startup from Munich, offering a breakthrough SaaS solution, enabling small-to-medium enterprises to save time and money by automizing the entire internal financial process from purchase request to payment in one tool.”

Vanessa Halwaß

“As a digital tax advisor, we are happy to recommend software such as finway to our clients in order to reduce administrative work on the part of our clients and for us in accounting. With finway, data and receipts are prepared and collected without media breaks. This gives both the company and the tax advisor an overview of all expenses.”

Sebastian Janus

“Efficient spend management is essential for every company and its growth. With finway, startups, for example, can implement this easily, quickly and at an early stage. This way, companies lay the foundation for their scaling and avoid later conversion costs and effort.”

Laurence Gaubert-Quenau

“The finway team has done a great job by integrating key purchasing controls and KPIs! This platform is efficient and brings the right purchasing and budget processes to SMEs!”

Prof. Dr. Juergen Ernstberger

“The finance function can benefit significantly from finway’s technology. It increases data quality, provides real-time insights into company spending, and prevents common accounting errors such as lost invoices or duplicate payments.”

Jens Weinem

“With finway, small and medium-sized companies can prepare accounting optimally and thoroughly. Thanks to the pre-accounting for cost centers and expense accounts and the already performed reconciliation between bank transactions and receipts, the effort on the part of the tax advisor is significantly reduced. Thus, errors are avoided and accounting runs more efficiently.”

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