Expenses and mileage claims

Included in the Max plan: Employee management is included in the FatturaSmart Max plan at €149.99/year + VAT for up to 5 employees (which also includes unlimited invoicing, warehouse, Sistema TS and public APIs). It is turned on after accepting the data processing agreement. Discover the Employees module.

With FatturaSmart expense reports no longer mean spreadsheets and envelopes of receipts: the employee photographs the receipt in the app, the data is pre-filled automatically and at the end of the month they submit the report. You approve it from the web and approved expenses reach your labour consultant with the monthly file.

Before You Start: Mileage Rates

If your employees use their own vehicle for work, define the reimbursement rates per km.

1. Go to Employees → Settings, Mileage rates section
2. Enter Vehicle / description (for example “Own car” or “Motorbike”)
3. Enter the rate in € per km
4. Click Add rate

How the Employee Records Expenses

In the FatturaSmart app the employee opens More → Expenses, where they find the current month’s expense report, and taps Add item. Items can be of two kinds.

Receipt

1. They choose Receipt and tap Photograph the receipt
2. FatturaSmart reads the image and pre-fills Date, Amount and Description with the recognized data
3. The employee checks the data, corrects it if needed (it’s always editable) and taps Save item

Mileage

1. They choose Mileage
2. They enter Date, Description and Km driven
3. They choose the Rate among those you defined
4. The app shows the Computed amount (km entered × rate per km) and the employee taps Save item

Monthly submission

Once all the month’s items are in, the employee taps Submit expense report. The report moves from Draft to Submitted and appears among the reports to approve.

The employee-side steps are also described in the Employee app guide.

Approve or Reject an Expense Report

Step 1: Open Expenses

Go to Employees → Expenses. The list shows Employee, Month, Total and status for each report, and can be filtered by Draft, To approve, Approved and Rejected.

Step 2: Check the items

Open the report: you’ll find the list of items with Date, Description and Amount, each marked as Receipt or Mileage with the km driven. For receipt items you can download the Receipt.

Step 3: Decide

Optionally write a Decision note, then click Approve or Reject. The updated status is visible to the employee in the app, in the Expenses section.

Note: only the owner can download receipts; other profile users see expense reports read-only.

Where Reimbursements Go

Approved expense reports are included in the monthly file for your labour consultant (in the Note spese sheet of the XLSX export), so your consultant receives them together with the month’s attendance. See Export for your labour consultant.

Expense reports are not recorded in the Journal (Prima Nota).

Next Steps

• Export for your labour consultant – how approved expenses reach your consultant
• Employee app – the guide to share with your employees

Need help?

Reach us on WhatsApp by clicking the icon in the bottom right, or email support@fatturasmart.com.