Business trip accounting

Requests and approvals without a chain of emails

The employee enters the country, city, dates, purpose and, where relevant, the project and any advance. The request then goes through the approval chain — one approver at a time or several at once, depending on how the company works.

Every approval or rejection is stored with its date and the person who made it. If a trip is cancelled, the cancellation is approved the same way rather than deleted.

A trip order nobody has to write

Once the request is approved, the trip order is generated from your company's own template — with the dates, place, purpose, project and advance taken from that same request.

It is signed inside the system: the employee's signature and those of the approvers are applied automatically, so there is no print-and-scan round.

The order is filed with the employee's other HR documents.

Receipts collected during the trip, not after it

Expenses can be recorded as they happen: photograph the receipt and the system reads the grand total, the currency, the date and the merchant from the image.

Each expense gets a category — meals, accommodation, fuel, transport or other — so nothing has to be sorted again on return.

The photo is stored, and it is what later appears in the report, so the paper receipt no longer has to survive the trip in a pocket.

Company card and personal money, kept apart

Every expense records whether it was paid on the company card or with personal funds. That is the one thing that really needs answering on return: how much the company owes the employee.

The system totals the two separately, and expenses in different currencies are summed per currency — no mental conversion required.

An expense report you can simply print

When the trip is closed, the report is produced: the trip details, a table of expenses with date, merchant, amount and payment method, totals per currency and the amount to be reimbursed.

Every receipt image is attached — one PDF, with the company logo. That is the document accounting asks for.

Trip costs land on the right project

A trip can carry a project, and a longer trip can be split across several. The cost of travel ends up where it was earned instead of disappearing into a general expense line.

The same projects are used for incoming invoices, so trip costs show up in the same view as everything else.

Connected to time recording

When a trip day falls on a rest day, the system records the basis for a compensatory day off — visible in time recording rather than lost in a thread of messages.

Trips, holidays and other absences appear in the same calendar.

Frequently asked questions

Does the system calculate daily allowances?

No. Ezura handles trip paperwork and actual expenses: the request, the order, receipts and the expense report. Daily allowances are calculated in your payroll process.

How is a receipt recorded?

You photograph it with a phone. The amount, currency, date, merchant and expense category are read from the image, and the photo stays attached to the expense.

Can expenses be recorded in another currency?

Yes. The currency is read from the receipt, and the report shows totals per currency separately.

Where does the trip order come from?

It is generated from your company's template, filled in from the approved request and signed in the system — nothing to write or print separately.

What does accounting receive?

A PDF report with the trip details, the expense table, totals per currency, the reimbursable amount and every receipt image in one file.

Related pages

• Vehicle trip log software
• Virtual accountant
• Employee self-service for invoices
• Pricing