Expense Management Software

In a spreadsheet, every expense is typed in by hand, receipts are kept somewhere else and the totals depend on nobody getting a formula wrong. An expenses app like TramitApp does that work for you:

• Your employee uploads a photo or a PDF of the receipt, and the amount, merchant, tax ID, date and VAT are read automatically.
• Mileage and subsistence are worked out from your policy rates, with no amounts to type.
• Every expense goes through approval, with its statuses, and periods are closed in bulk.
• If subsistence or mileage goes over the tax-free limit set by Spanish income tax (IRPF) rules, the payroll adjustment is created.
• Analytics by category, project, team or employee are ready, with no tables to build.

Expense management software brings your staff’s receipts, invoices, subsistence and mileage together on a single platform, with manager sign-off and instant visibility by team, project or workplace. The digital workflow replaces the Excel sheet and the paper, and lets you close the period in bulk. The usual capabilities are:

• Receipt scanning with a photo or a PDF: the amount, merchant, tax ID, date, category and VAT are read automatically.
• Classification by category (meals, accommodation, mileage, client entertainment…) and allocation to a project.
• Manager approval, with configurable auto-approval.
• Connection to your ERP or accounting system via API and webhooks.
• Analytics by employee, category, project, team, workplace and period.

TramitApp covers this workflow on certified servers, with ISO 27001, and every expense moves through its statuses (pending, approved, rejected or cancelled) so you always know where it stands.

Each employee logs their own expenses from their employee self-service portal: they upload a photo or a PDF of the receipt, or add the expense manually with its date, category, amount and VAT, and mark whether they paid with the company card. The expense then stays pending until it’s approved, unless the company has set up auto-approval.

Every expense logged stays pending until the manager approves or rejects it; it can also be cancelled, and an expense that’s already been resolved can be reopened if it needs correcting. If you’d rather not review them one by one, set up auto-approval and decide which expenses are approved automatically. At the end of the month or quarter, the expenses for that period are grouped and closed in bulk.

With payroll, through the Spanish income tax (IRPF) exemption: TramitApp holds the table of Spanish tax-free limits for subsistence and mileage, and when an expense goes over the limit it automatically creates the payroll adjustment, with the exempt and taxable parts split out. With your ERP or accounting system, expenses are available in TramitApp’s REST API and you can receive them instantly with webhooks, without retyping them.

Under Spanish tax rules, for an expense to be accepted internally and be tax-deductible, the expense receipt must meet several formal requirements set by Spanish tax regulations and by the company’s internal policy. A simplified receipt is only valid for small amounts, while larger or deductible expenses need a full invoice with the payer’s Spanish tax ID (NIF), a detailed description, the taxable base and the VAT amount. The link between the expense and the work must also be recorded: the reason for the trip, the guests at a business meal or the project the purchase is charged to. In Spain, you must keep the receipt for 4 years under the Spanish General Tax Law (Ley General Tributaria), the same period Spanish employment rules set for other records. In practice, digitising the receipt with evidential value using software approved by the Spanish Tax Agency (AEAT) lets you get rid of the paper without losing validity before the Spanish tax authorities.

TramitApp reads the receipt automatically, classifies it by category, sends it for approval according to your policy and creates the payroll adjustment if the Spanish tax-free limit is exceeded. With certified digitisationapproved by the Spanish Tax Agency (AEAT), every receipt becomes a signed PDF with its own fingerprint, and the invoice number and tax ID become mandatory. All on certified servers, with ISO 27001.