Travel expenses
Record business trips, calculate meal allowances, accommodation allowances and mileage automatically, then submit, approve and post them
→ Open travel expenses in SimpliServ
Under Travel expenses you settle business trips. You enter destination, departure and return, and SimpliServ calculates meal allowances, accommodation allowances and mileage automatically. You attach hotel, train or taxi receipts as expenses that are already recorded. Afterwards the report goes through submission, approval and posting.
You may record reports with Travel expenses → Create; without further rights you only see your own. With Travel expenses → View all you see all reports and can record trips for others, with Travel expenses → Approve you approve, reject and post. Reversing requires Employee expenses → Pay out.
Record a trip
Start a new report
Click New trip. With the right to see all reports, you choose the Traveller; empty means your own trip. For sole proprietorships and partnerships, you set under Travelling as whether you travel as Employee or Business owner: owner trips are posted as a private contribution, employee trips as a liability towards the employee.
Enter the trip details
Enter Purpose, Destination, Departure and Return. For trips abroad, record each country under Countries with the time of entry.
Tick provided meals
If the employer or a customer paid for breakfast, lunch or dinner, tick it per day. The allowance is reduced accordingly.
Mileage and overnight stays
With Add mileage you record kilometres driven with date, vehicle (car, motorcycle, bicycle, other motor vehicle or as a passenger) and number of passengers. Add overnight allowance adds an accommodation allowance for the given nights.
Attach receipts and save
Under Receipts you pick hotel, train or taxi receipts already recorded as an expense; input VAT is deducted as usual. The Calculation preview continuously shows allowance, reduction and amount per day. Saving creates the report as Draft.
Under Please check SimpliServ points out tax pitfalls, e.g. the three-month rule for repeated trips to the same place, a reached annual limit for mileage, or a receipt on a day abroad without a VAT country. Trips before 2024 are not calculated.
Submit, approve, post
The detail page shows the trip, amounts, meals per day, mileage and accommodation, receipts, the posting and a comments area for traveller and reviewer.
| Step | Who | What happens |
|---|---|---|
| Submit | Traveller | A draft or rejected report goes to review, status Submitted. |
| Approve | Reviewer | Status Approved. If accounting is active, it is posted at this point. With four-eyes approval active, an approval is requested instead. |
| Reject | Reviewer | Back to the traveller with a reason; they can correct it and submit again. |
| Post now | Reviewer | Only if an approved report has no posting yet: transfers it to the journal, status Posted. |
| Reverse | Users allowed to pay out | Reverses an approved or posted report with a counter-entry. For a correction, duplicate it afterwards. |
Once the reimbursement has been paid out to the employee, the report is Paid out.
You cannot approve your own trip as an employee; another person with approval rights must do that. In the list you can select several submitted reports and approve or reject them in bulk; your own are skipped.
More actions in the detail page menu: Edit (draft and rejected only), Duplicate and Delete (drafts only; attached receipts remain as expenses).
Set up your payout account
Via My payout account in the list you store the bank account your reimbursements are transferred to.
Related guides
- Expenses: record receipts that you attach to trips
- Accounting
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