Expenses

If an employee has had expenses that needs to be refunded, it is easily handled in the zExpense app. Take a picture of the receipt, categorize the purchase – hotel, transport, meals or similar – and send the receipt for approval, which is then ready for posting. The expenses are then reimbursed via the salary, bank transfer, creditor module in the financial system, NemKonto or in cash – depending on the company’s choice.

Advance

In zExpense you can keep track of who has received an advance by registering a paid advance as part of the individual employee’s transactions. zExpense keeps track of what is due to the company – or how much the company must refund. This can be controlled in all currencies and mixed on the same settlement. The exchange rate can either be controlled manually or updated continuously online.

Mileage

Is the employee driving in his own car and having a driving allowance? Through the simple GPS-controlled start/stop function in the zExpense app, it is quick and easy for the employee to register the start and end destination. In the same step, the employee can create a return route and/or choose to continue the route if several addresses have been visited the same day. The distance is calculated in Google Maps, and the driving allowance can be sent for approval and is ready for payment.

zExpense obviously keeps track of how many kilometers have been driven this year, so the tariff automatically drops to low tariff after 20.000 km. The state’s tariffs for tax-free driving allowance are always updated in zExpense.

The company can set up its own rates for all or selected employee groups that may deviate from the state’s rate.

If the employees’ travel allowances are to be reported to SKAT, this can of course be done directly and monthly from zExpense.

Allowances

The employee specifies in the zExpense app a start and end date, as well as the time of the trip and zExpense calculates allowances according to the state rate. The amount can be automatically reduced if the employee has received paid meals during the journey. The allowance settlement can be further supplemented with information about the destination of the trip.

If you are paying 25% travel allowance for small necessities, this can of course also be handled.

The state allowance rate is always updated in zExpense.

If the employees’s allowances are to be reported to SKAT, this can of course be done directly and monthly from zExpense.

Time registrations

For employees on the go, time registration can be a difficult process – unless your company uses ZeBon’s simple time registration function in the zExpense app. The employee simply presses “New Registration”, and the clock in the time registration has started. When the activity is over, press “Stop” and the registered time can be allocated to a project, customer, service orders etc.

Of course, the time registration can also be used for recording absence as holidays, illness etc.

The time registration can be transferred to an HR system, payroll system, CRM system or project management tool.

Travel account

If you order travel and/or hotel accommodation through a travel agency, you may also have a travel account – in that case it makes sense to get these transactions into zExpense. zExpense automatically distributes the transactions – e.g. purchase of airplane tickets – to the right employees. Thus, all relevant transactions for a trip can be stated on a settlement and there is a full overview of the total expenses for the trip.

Your travel agent can electronically deliver e-Ticket/invoice for the traveler, directly onto the traveler’s overview of expense items in zExpense.

Integration with financial and payroll systems

Once the settlement has been processed in zExpense, it is posted in the finance system. zExpense can be integrated with all types of finance systems and thus forms the accounting basis for a checkout. In zExpense, all of the company’s relevant accounting information is created and added to the settlement – this also applies to dimensioning (e.g. purpose, department, cost center, place and project/case number).

If disbursement of travel expenses and allowances is to be made together with the salary, the information is transferred via a separate file, directly to the payroll system, so that double entry is avoided.

If the employees’ driving allowance and allowances are to be reported to SKAT, this can of course be done monthly and directly from zExpense.

See here which finances and payroll systems zExpense can integrate with

VAT refund of foreign documents

As a Danish VAT registered company, you have the opportunity to get a refund of the VAT paid in the EU which relates to your company’s taxable activities – this also applies to travel expenses such as meals, hotel and car rental.

Tax refund of foreign receipts can be a heavy and time-consuming process. zExpense helps you avoiding the hassle of scanning attachments, for reimbursement of foreign VAT. The attachments are now available electronically in zExpense, which makes it simple and easy to extract all documents in a given currency, to use with the VAT refund application.

If you have – or are about to have – an agreement with one of our partners Elin Schnedler ApS, VAT Management or SimNomics, they can easily access the documents and you have a minimal workload with VAT refund.

Languages and countries

zExpense is used in close to 30 countries – among others The Nordic countries, the EU, the US, China, Australia and Brazil. We also receive credit card information from foreign banks/card issuers.

zExpense is available today in Danish, English, German, Swedish and Norwegian. More languages will be available, so please inquire if you need to use zExpense in other languages.

Other functions

Workflow:

In zExpense, a workflow can be set up to reflect the approval flow, that exists in the company. A settlement is automatically forwarded for approval by the correct person – e.g. manager, project manager or responsible person. The approval person can also be identified from e.g. which project number/case no. the settlement relates to or according to set limits.

If the company has already defined an approval flow in another system, this can be imported into zExpense, so that double maintenance is avoided.

Reminder function:

Activities to be performed within a given deadline can be monitored in zExpense. It is often expected that approval of a travel settlement will take place within e.g. 3 days. Or credit card transactions are documented within e.g. 8 days. If the deadline is exceeded, the employee will get a reminder in his or her inbox.

VAT:

Depending on the cost category, various VAT rules and rates can be worked on. VAT rates can be defined depending on the country and the type of cost involved.

Reports:

Optional reports can be defined for follow-up on which expenses have been on the individual settlements. It can, for example be reported on which employee(s) within a certain period of time have had different types of expenses/outlays. All reports can be displayed in graphic layout or transferred directly to Excel.

Group solution:

Working with several companies – e.g. subsidiaries abroad – a structure can be established that makes it possible to work across the companies, and to prepare consolidation for a consolidated financial statement. If there are several legal companies that you want the transactions posted in, you can integrate directly with the individual companies’ financial system.