Travel expense report software

Travel expense report

Track your travel data together with your working hours. For a simplified accounting of your expenses, assign receipts such as hotel bills, taxi receipts or train tickets to a project.

30 days non-binding

All ZEP travel expense report functions at a glance

ZEP's travel expense report offers a comprehensive solution for the simple recording and accounting of external costs in the context of projects and customer relationships. With a wide range of functions, our travel expense report tool helps companies to manage travel expenses efficiently and settle them transparently.

Overview of the functions of ZEP's travel expense report software:

  • Mobile recording of receipts and travel data via the iOS and Android app
  • Option to enter several individual amounts per receipt, even with different tax rates
  • Flexible allocation of travel expenses to projects and customers
  • Automatic currency conversion into the customer currency
  • Consideration of deviating performance data for flights booked in advance
  • Option to assign documents in order to attach original receipts or invoices

Document entry

These are the advantages of ZEP's receipt entry: Travel expense accounting can be this easy

  • Recording on the move with our iOS and Android app: Employees can enter their receipts and travel data directly from their smartphones, which increases the efficiency and accuracy of travel expense accounting.
  • Several individual amounts per receipt, even at different tax rates: This flexibility enables a precise breakdown of costs and correct allocation to the corresponding projects and customers.
  • Travel expense regulations for on-charging per project: The ability to define individual travel expense regulations for each project allows companies to optimise their billing processes and ensure transparent cost allocation.
  • Automatic currency conversion into the customer's currency: The automatic conversion of the foreign currency into the customer's currency saves time and minimises errors when invoicing international business trips.
  • Different service date for flights booked in advance, for example: This function makes it possible to flexibly adjust the service date in order to correctly invoice pre-booked flights or other services.
  • Assignment of documents to attach original receipts or invoices: Thanks to the option of assigning documents directly to the recorded receipts, companies can ensure complete documentation of their expenses and easily access original receipts. As a supplement to this, we also recommend the Document management in ZEP.

Additional expenses for meals

Automatic calculation of VMA

ZEP prepares the complete cost accounting incl. VMA

  • Definition of work locations with the corresponding flat rates
  • Configurable percentage deductions for meals received
  • Definition of vehicle types with km allowance and passenger allowances
  • Application of the 70/30 rule for the deductibility of entertainment receipts
  • Midnight regulation for business trips lasting several days and shift work
  • Further invoicing of the VMA to the customer configurable per project

Invoicing

Popular Add-on module

  • Creation of invoice items for vouchers and additional subsistence costs
  • Reporting of additional subsistence costs and receipts in the invoice annex
  • Generation of a document PDF as an invoice attachment

Export for accounting

Popular add-on module

  • Standardised cost export for easy data transfer
  • Compatibility with DATEV, Lexware and other systems
  • Support of the export of vouchers for DATEV

How to digitise your travel expenses:

  1. Step: Mobile upload of receipts and travel data on smartphone or desktop
  2. Step: Automated charging of travel expenses to customers and reimbursement to employees
  3. Step: Professional project controlling including travel expenses and standardised export to the accounting department
ZEP is modular and 
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30 days non-binding

FAQ

In ZEP, you can easily record your travel data and working hours by assigning receipts such as hotel bills, taxi receipts or train tickets to a specific project.

The clear recording enables simplified accounting of your expenses.

Voucher entry in ZEP for external costs allows you to easily assign vouchers to projects and customers. You can enter multiple individual amounts per receipt with different tax rates, even on the go via our iOS and Android app.

Automatic currency conversion, deviation of the service date and allocation of documents are also possible.

ZEP automates the calculation of additional catering expenses (VMA) by defining work locations with corresponding flat rates.

Configurable percentage deductions for meals received, the application of the 70/30 rule for entertainment receipts and the midnight rule for business trips lasting several days and shift work are integrated functions.

Digitising your travel expenses in ZEP is a three-step process:

  1. Upload receipts and travel data on your smartphone or desktop.
  2. The travel expenses are then automatically charged to customers and reimbursed to employees.
  3. Finally, ZEP enables professional project controlling including standardised exports to accounting.

Yes, in ZEP you can configure the onward invoicing of additional catering expenses to the customer for each project. This gives you full control over invoicing and allows you to pass on the costs to your customers transparently and efficiently.

Yes, the travel expense report module is available for the ZEP Compact and ZEP Professional programmes. The price depends on the number of users per month. In our Price calculator you can clearly display your individual monthly premium.

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