Plan and Approve Travel Requests in Advance
Automatically Calculate Meal Allowances
Record Expenses & Receipts in the App – Even Offline
Track Personal and Company Card Expenses Separately
Analyze Travel Expenses by Employee & Destination
PDF, Excel & DATEV Export for Accounting
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Benefits
Travel Requests & Approval
Record business trips and planned costs in advance, submit them digitally, and approve them through individual approval levels.
Automatic Allowance Calculation
Automatically calculate meal allowances and per diems, including country-specific rates, meal deductions, and percentage-based deduction rules.
Expense Reporting via App
Record expenses and receipts directly from your smartphone during business trips, even offline, with optional receipt requirements for each expense type.
Separate Personal & Company Card Expenses
Analyze out-of-pocket expenses and company credit card payments separately in the report, so it is immediately clear what needs to be reimbursed.
Travel Expense Reporting
Analyze travel expenses by employee, payment method, or destination and review allowances, deductions, and expenses in detail.
DATEV Export & Accounting
Export travel expenses as PDF files including receipts or as Excel files, with accounts, tax rates, and flexible sorting options for accounting.
With TimeTrack, the digital travel expense process starts before the business trip even begins.
Employees can create a travel request, enter the planned trip, and add the expected costs and expenses. This provides a clear estimate of the total travel costs before the trip begins.
The travel request is then submitted digitally for approval.
Business trips can involve a wide range of expenses, including transportation, hotels, meals, parking fees, tickets, and other travel costs.
With TimeTrack’s travel expense software, employees can record these expenses directly on the go using their smartphone.
Each expense is recorded and assigned to the appropriate expense category. Receipts can be photographed and uploaded directly to the corresponding expense entry.
Frequently used expense categories can be selected again quickly, keeping travel expense tracking clear and efficient even when handling a large number of individual receipts.
The recorded travel expenses can also be linked to customers, projects, and project time entries This makes it possible to manage time tracking, project billing, and travel expense tracking within a single platform.
Each expense in TimeTrack is assigned to an expense type. For every expense type, you can define a custom name, a default tax rate, and an account. The assigned account can then be used for DATEV export and further processing in your accounting system.
Expense types can be assigned to specific customers or projects. This ensures that employees only see the expense types relevant to the respective use case when recording expenses, helping reduce incorrect allocations. User assignments can also be used to control which employees are allowed to use certain expense types. With the “Receipt Required” option, companies can ensure that an expense can only be saved if the corresponding receipt has been uploaded.
A single receipt can contain multiple items subject to different tax rates. For example, a restaurant bill may include food and beverages taxed at different rates.
TimeTrack allows you to split a single expense into multiple line items with different tax rates.
Enter the gross amount and assign the applicable tax rate to each line item.
The travel expense report then displays the corresponding net amounts, tax amounts, and total amount. This provides accounting with structured data for further processing.
TimeTrack calculates meal allowances based on the duration of the trip, the destination, and the configured travel expense rules. The start and end times of the business trip serve as the basis for the calculation. Companies can define different travel expense models, for example for different countries or internal policies.
A travel expense model can include, among other things:
When an employee selects the destination country while recording a trip, the appropriate travel expense model is applied automatically.
If meals are provided during a business trip, the corresponding deductions can be taken into account directly. Deductions are recorded for each travel day and remain transparent and adjustable afterward. This makes it easy to see how the respective daily allowance is calculated.
Once recorded and processed, travel expenses can be analyzed centrally in TimeTrack. Travel expense reporting provides a clear overview of incurred costs and allows them to be grouped by various criteria.
Travel expenses can be analyzed, for example, by employee, payment method, and destination.
This allows managers to quickly identify where travel expenses are incurred and how they are distributed across the company.
For each employee, you can clearly see how their travel expenses are broken down.
The overview includes totals for per diem allowances, deductions, expenses, and other travel costs.
This provides more than just the total amount. Managers and accounting teams can clearly see how each travel expense report was calculated.
This creates a transparent basis for review, accounting, and internal reporting.
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 a receipt is 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.
This ensures that traceable how the expense was paid: Expenses paid by employees paid out of pocket are recorded under reimbursement, while payments made with the company credit card are documented and correctly recorded, without triggering a reimbursement Accounting can see at a glance which expenses need to be reimbursed and which do not.
Employers can view all business travel expenses in real time through the web app—even while employees are still traveling. This provides complete, up-to-date control over travel expenses without delays.
Travel expenses often arise in connection with customer projects, field service assignments, or specific jobs.
In TimeTrack, expenses and travel costs can be linked to specific projects and customers. This allows project-related travel expenses to be analyzed together with recorded working hours and other project data.
For companies that need to allocate travel expenses to specific projects or customers, this creates a seamless connection between time tracking, travel expenses, and project billing.
Manual travel expense reporting is time-consuming and prone to missing receipts, incorrect allowances, or overlooked deductions. With TimeTrack, expenses, per diems, allowances, and deductions are recorded digitally and consolidated into a single travel expense report.
Employees record their expenses and receipts directly during the business trip. Configured travel expense models support the automatic calculation of per diems and meal allowances, while deductions for provided meals can be applied directly.
All data is then consolidated into the travel expense report and are centrally available for approval, analysis, and accounting. This eliminates the need to manually consolidate receipts, allowances, and individual travel expenses.
After the business trip, employees can create their travel expense report directly in TimeTrack. Recorded trips, allowances, deductions, and expenses are consolidated into the travel expense report and can then be submitted digitally for approval.
Approval rules define which manager or responsible person is assigned to each employee. This allows both travel requests before a trip and completed travel expense reports to be processed through structured approval workflows.
Approvers can review reports and, depending on their assigned permissions, edit or correct them. This ensures full transparency over when a travel expense report was reviewed and approved.
Various export options are available for further processing. The PDF report contains all relevant details on business trips, per diems, deductions, and expenses, along with the corresponding receipts. The Excel export provides structured travel expense data for further processing and analysis.
For accounting, expenses can be prepared using the configured accounts and tax rates and then transferred for further processing. This creates an end-to-end digital workflow from the initial travel request through expense tracking and approval to reporting and accounting.
In many companies, travel time and working time are closely connected. That’s why TimeTrack combines travel expense management and time tracking in a single platform.
Employees can track their working hours and travel time while simultaneously recording the associated expenses and travel costs.
This is particularly useful for companies with:
Instead of managing working time, travel time, and travel expenses in separate systems, all relevant data is available centrally in one platform.
What Is Travel Expense Management Software?
Travel expense management software helps companies digitally record, calculate, review, and process expenses incurred during business trips. These can include transportation costs, accommodation, meal allowances, other travel expenses, and receipts. TimeTrack also supports travel requests, approval workflows, and travel expense reporting.
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.
What Is the Difference Between Travel Expense Software and Expense Reimbursement Software?
Expense reimbursement software primarily focuses on recording and reimbursing individual expenses. Comprehensive travel expense management software goes further by covering the entire business travel process, including travel requests, allowances, approvals, travel expense reports, and analytics.
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 expenses and travel costs while on the go, photograph receipts with their smartphone, and assign them directly to the corresponding expense entry.
Can Employees Submit Travel Requests in Advance?
Yes. Employees can create travel requests in TimeTrack before a business trip begins and submit them for approval. Companies can individually define how travel requests are created and approved.
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.
Can Travel Expenses Be Assigned to Projects?
Yes. Expenses and travel costs can be linked to customers and projects, allowing project-related travel expenses to be managed together with other project data.
Can Planned Travel Expenses Be Approved Before the Trip Begins?
Yes. The travel request includes the planned business trip and expected expenses, allowing the estimated total costs to be reviewed and approved before the trip begins.
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.
