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Senzy
Included from Maîtrise

Expense reports: entry, mileage, approval, PDF

The employee enters, the manager approves, accounting pays: a configurable workflow, attached receipts, one PDF per report.

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Expense report table of a demo company: title, employee, period, total incl. VAT, pending step and status (draft, submitted 2/2, rejected, approved, paid), with the “To process” and “To pay” buttons.

Expense report table of a demo company: title, employee, period, total incl. VAT, pending step and status (draft, submitted 2/2, rejected, approved, paid), with the “To process” and “To pay” buttons.

The problem

Without a tool, this is what happens

Receipts stapled to a sheet of paper, handed in at the end of the month, and a manager who approves without really looking.

The journey was reimbursed at the wrong mileage rate, last year’s.

Who approved this report, and when? The answer is somewhere in an email thread.

The solution

What Senzy does

01

Line-by-line entry

Expenses with category, VAT pre-filled according to the report’s country and payment method; mileage lines calculated automatically from the company rate.

Lines of a submitted expense report: a mileage allowance (184 km × €0.42/km) then expenses with category, VAT rate, payment method, amounts incl. and excl. VAT, and the total.

Lines of a submitted expense report: a mileage allowance (184 km × €0.42/km) then expenses with category, VAT rate, payment method, amounts incl. and excl. VAT, and the total.

02

Receipts in the right place

Up to ten files per line and per report: PDF, photos, Word or Excel, attached from the moment of creation.

Bottom of a report in view mode: totals incl. VAT, excl. VAT and VAT, then the “Line receipts” box listing three PDFs each attached to its line, with the Withdraw, Reject and Approve buttons.

Bottom of a report in view mode: totals incl. VAT, excl. VAT and VAT, then the “Line receipts” box listing three PDFs each attached to its line, with the Withdraw, Reject and Approve buttons.

03

An approval workflow frozen at submission

Default rule (manager or designated approvers), auto-approval below a threshold, specific rules by amount or department. Nobody approves their own report.

“Approval workflow” timeline of a submitted report: delegated creation, “Manager approval” step approved with a comment, “Finance check” step pending.

“Approval workflow” timeline of a submitted report: delegated creation, “Manager approval” step approved with a comment, “Finance check” step pending.

04

Approval and payment recorded

Draft, submitted, approved, rejected, paid: every decision is time-stamped with its author. A rejection requires a reason, visible to the employee.

Expense report table with status badges; on the rejected report, the tooltip shows the rejection reason entered by the approver.

Expense report table with status badges; on the rejected report, the tooltip shows the rejection reason entered by the approver.

05

One PDF per report

Unique reference, line details, approval history and list of receipts: the document ready for accounting.

PDF exported from an approved report: company header, reference, lines with mileage and VAT, totals, approval block and action history.

PDF exported from an approved report: company header, reference, lines with mileage and VAT, totals, approval block and action history.

06

Notifications at every step

The employee, the manager and the payment team are notified by email when a report awaits their decision or changes status.

Settings, expense reports: default rule (employee’s manager, auto-approval, backup approvers), rule simulator, payment team and mileage rate.

Settings, expense reports: default rule (employee’s manager, auto-approval, backup approvers), rule simulator, payment team and mileage rate.

Detailed features

  • Five statuses: draft, submitted, approved, rejected, paid (final)
  • Expenses with category, VAT rate pre-filled according to the report’s country, payment method, reimbursement
  • Mileage lines: calculated amount (kilometres × rate), rate frozen on the report when saved
  • Receipts per line and per report: ten files of 10 MB, PDF, images, Word, Excel
  • Default approval rule: employee’s manager or designated approvers, backup approvers
  • Auto-approval below a configurable threshold
  • Specific multi-step rules by amount bracket or department, with a “Test a rule” simulator
  • Rejection and return to pending with a reason, visible to the employee
  • Managers: reports of their direct reports, “My team” filter; “To process” and “To pay” buttons
  • Dedicated payment team, notified on final approval
  • Creation of a report on behalf of someone else
  • Batch processing: approve, pay, export several reports at once
  • PDF export per report (reference EXP-year-number) and CSV export of the list
  • VAT can be disabled for the whole company
First page of the PDF of an approved expense report: Entreprise Démo header, lines with mileage and VAT, totals, approval block and action history.

First page of the PDF of an approved expense report: Entreprise Démo header, lines with mileage and VAT, totals, approval block and action history.

First page of the PDF, click to enlarge

The document you send

An expense report ready for accounting

Exported in one click from the report, under your company’s letterhead: lines, VAT, mileage allowances, approval decision and action history.

  • Unique reference, employee, period and currency
  • Each line with its category, payment method, amount excl. VAT and VAT
  • Totals excl. VAT, VAT and incl. VAT, amount to reimburse
  • Dated and signed approval, action history, receipts

Document generated on the demo company: names and amounts are fictitious, the layout is the one your recipients receive.

Who sees what

Like every Senzy module, Expense reports has its own access rights, set independently of the others: no access, “Self only”, view or modify. Users are unlimited on every plan.

Every employee sees their own reports; a manager also sees those of their direct reports; the “View” right opens every report in the company and “Modify” adds approval and payment.

See the pricing FAQ

Who it’s for

Cleaning

Team leaders driving from one client to the next: journeys entered in kilometres, reimbursed at the company rate.

Construction

Emergency purchases on site, photo of the receipt attached to the line, approved by the site manager.

Service SMEs

Travel and meal expenses approved by the manager, paid by accounting, archived as PDF.

Frequently asked questions

Can a manager approve their own report?

No. If the report’s owner is the intended approver, the backup approvers take over.

How is a mileage allowance calculated?

Kilometres × company rate, without VAT. The rate in force is frozen on the report when saved: if the rate changes later, the record shows both values.

Can a report that has already been submitted be corrected?

The employee can withdraw the submission, which returns the report to draft and clears the approvals already obtained. An approved report can be returned to pending by an authorised user, with a reason.

Are expense reports available on the Essentiel plan?

No. They are part of the Maîtrise and Envergure plans, as are the specific approval rules.

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