Per Diem Allowances Calculated Automatically
Country-Specific Per Diem Rates Automatically Applied by Travel Destination
Split and Post Tax Rates for Each Receipt
Manage Travel Expenses & Receipts via App While on a Business Trip
Approval Workflow with Status Tracking & Audit Trail
PDF & Excel Export Including Receipts & DATEV Integration
The travel expense management software digitizes the recording, calculation, and approval of expenses, per diem allowances, and business travel time—including country-specific per diem rates, tax rate allocation, and DATEV-compatible exports. The tool combines expense management, time tracking, and travel expense tracking in one platform and is ideal for companies with field service teams, consultants, technicians, or sales teams.
Benefits
Automatic Per Diem Calculations
Per diem allowances and daily rates are calculated according to legal requirements, including country-specific rates for each business travel destination.
Split Expenses by Tax Rate
One receipt, multiple tax rates: expenses are accurately split into net amounts and tax totals, providing VAT-compliant data for accounting.
Mobile Expense Reporting
Photograph and save receipts directly during business trips, with optional receipt requirements for each expense type. No paperwork, no lost receipts.
Multi-Step Approval Workflow
Travel expense reports move through New, Approved, and Finalized statuses, with approval rules and a complete audit trail.
DATEV Export & Accounting
Configure expense types with account codes and tax rates, then export reports as PDFs with receipts or Excel files for DATEV-compatible accounting workflows.
Time Tracking & Travel Expenses Combined
Track travel time and automatically cap it at target working hours—combining time tracking and travel expense management in one platform.
Business trips involve a wide range of expenses, including travel costs, accommodation, meals, and parking fees. With the TimeTrack travel expense app, employees can track and record all business travel expenses instantly via smartphone—directly while on the go.
Each expense entry is automatically saved and assigned to the appropriate expense category. The travel expense software automatically suggests frequently used expense types for future entries, making business travel expense tracking faster and more efficient.
Recorded travel expenses can be directly linked to project hours and project billing—combining time tracking and travel expense management in one platform.
Each expense is assigned to a specific expense category with its own name, predefined default tax rate, and account. The assigned account is directly used for the DATEV export, ensuring that the accounting team receives expenses already allocated to the correct accounts.
Expense types can be assigned to specific customers and projects. This ensures that only expense categories relevant to the selected project are available when recording expenses—preventing incorrect postings to the wrong cost centers.
User-based permissions also let you control which expense types each employee can view and use. With the “Receipt Required” option, you can ensure that specific expenses can only be saved when a receipt or invoice has been uploaded.
In practice, a restaurant bill may include food taxed at 10% and beverages taxed at 20% VAT. TimeTrack lets you split a single expense into multiple line items with different tax rates—simply enter the gross amount, select the applicable tax rate, and you’re done.
The travel expense report automatically shows net amounts, VAT totals, and the total expense amount. Accounting teams receive VAT-compliant expense data without the need for manual recalculations.
This reduces follow-up questions between employees, HR, and accounting—and ensures an accurate, error-free DATEV export.
TimeTrack automatically detects the start and end of a business trip and calculates per diem allowances based on the trip duration and applicable statutory regulations. Manual calculations are completely eliminated.
You can create as many travel expense models as needed, each with its own per diem rates, deduction rules, and assigned country, such as Austria, Germany, or other travel destinations. When an employee selects the destination country while creating a business trip, the software automatically applies the appropriate travel expense model.
Deductions for provided meals are displayed in separate columns for each travel day. Clicking “Breakfast” automatically deducts the predefined amount for that day. All deductions can still be adjusted manually afterward—day by day.
Every business trip involves travel expenses. Instead of collecting paper receipts and scanning them later, employees can photograph receipts directly in the TimeTrack app—enter the amount, take a photo, and you’re done. If receipts are required for a specific expense type, the app automatically reminds employees to upload the supporting document.
The receipt is automatically linked to the corresponding expense entry and securely stored in the cloud. No more lost receipts—regardless of where employees are working or traveling.
Employers can view all business travel expenses in real time through the web app—even while employees are still on a business trip. This enables complete, real-time expense control without delays.
Manual travel expense reporting is prone to errors, from incorrect per diem rates and missed deductions to duplicate entries. TimeTrack’s travel expense management software automatically suggests incurred expenses and assigns them to the correct reporting period—employees simply confirm them with a click instead of manually entering data into spreadsheets.
Travel time is automatically capped at the employee’s daily target working hours, helping ensure calculations remain within applicable legal requirements. The results are transferred directly to the travel expense report, providing a reliable basis for approval and handover to the accounting team.
The TimeTrack IT team guides you through the initial setup and configures all required modules with you—including expense types, travel expense models, and approval rules. After onboarding, the support team is available whenever you need assistance.
Employees create their travel expense reports directly in TimeTrack and submit them digitally for approval. The approval workflow uses clear statuses: New → Approved → Finalized. Approval rules let you define which manager is responsible for approving each employee’s reports—using the same proven workflow as TimeTrack’s leave and absence management.
Approvers can review, edit, and correct travel expense reports before approval. Once finalized, all entries are locked, creating a complete and traceable audit trail.
Several export formats are available. The business travel export summarizes all business trips with one row per trip and employee, making it ideal for payroll processing. The PDF travel expense report includes full details on business trips, per diem allowances, deductions, and expenses, with uploaded receipts included as attachment pages. The Excel export provides a complete overview plus a detailed worksheet for each trip.
What Is Travel Expense Management Software?
Travel expense management software digitizes the recording, calculation, and approval of business travel expenses. It replaces manual spreadsheets and paper receipts with a centralized app that automatically calculates per diem allowances, stores receipts, and manages digital approval workflows.
How Do I Create a Travel Expense Report?
To create a travel expense report in Germany, all relevant receipts and supporting documents must first be collected. The expenses are then recorded and calculated in accordance with applicable legal requirements. Finally, the travel expense report is submitted to the employer or responsible department for processing in line with internal company policies and German tax regulations.
Does Travel Expense Management Software Automatically Calculate Per Diem Allowances?
Yes. The software automatically calculates the duration of the employee’s business trip and determines the applicable per diem allowance accordingly.
Can Employees Record Travel Expenses Directly on Their Smartphones?
Yes. Employees can record business travel expenses directly on their smartphones. The cloud-based travel expense software automatically syncs data across all devices, giving employers access to the same up-to-date expense data in their accounts.
Does the Software Also Handle Expense Reimbursement?
Yes. The software also handles expense reporting and reimbursement.
How Are Per Diem Allowances Calculated Automatically?
TimeTrack automatically detects the start and end of a business trip. Based on the trip duration, the software automatically calculates per diem allowances according to the applicable statutory daily rates, including deductions for employer-provided meals. No manual calculations are required.
How Are Per Diem Rates for International Business Trips Determined?
Per diem rates for international business trips are set annually by the German Federal Ministry of Finance.
When Does Travel Time Not Count as Working Time?
In Germany, travel time may count as working time if the journey is undertaken on the employer’s instructions and the employee cannot freely use the time for rest or personal activities. However, if travel takes place outside regular working hours and the employee does not perform any work-related tasks during the journey, the travel time may be considered personal time.
How Is a Travel Expense Report Calculated?
In Germany, travel expense reimbursement is generally based on receipts and applicable legal requirements. Expenses for accommodation, meals, travel to and from the destination, and other business trip costs are recorded and reimbursed in accordance with German tax regulations.
Can I Export Travel Expense Reports Directly to DATEV or Accounting?
Yes. Approved travel expense reports can be exported as PDF or Excel files and sent directly to the accounting department. TimeTrack also supports DATEV integration, enabling the direct transfer of travel expense data for accounting.
Does the App Work Offline Without an Internet Connection While Traveling?
Yes. The TimeTrack travel expense app also works offline. Employees can record expenses while traveling, and the data syncs automatically once an internet connection is restored. This is particularly useful for field service and installation teams working in remote locations.
What Is the Difference Between Expense Reimbursement and Travel Expense Management?
Expense reimbursement covers individual business expenses such as client meals, parking fees, or material costs, regardless of whether they are linked to a business trip. Travel expense management covers complete business trips and also includes per diem allowances, daily allowances, and travel costs. TimeTrack combines both in one tool: expenses can be processed individually or assigned to a specific business trip.
Can I Split an Expense Across Multiple Tax Rates?
Yes. A single expense, such as a restaurant bill containing food subject to 10% VAT and drinks subject to 20% VAT, can be split into multiple line items with different tax rates. Net amounts and VAT totals are automatically shown in the travel expense report.
Can I Require Receipts for Specific Expenses?
Yes. The “Receipt Required” option for an expense type ensures that an expense can only be saved once a receipt or invoice has been uploaded. This enforces receipt requirements directly within the travel expense management software.
