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Travel & expenses

Settle travel expenses without retyping receipts.

Capture hotel, train, fuel and meal receipts, check them against your travel policy and hand them over to accounting.

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30 min · free · no prep needed

  • Comes in viaUpload & scan, Email
  • You decide onAbove policy rate
  • Lands inAccounting & payroll
Before → After · Travel & expenses

Today: lots of manual work.

  • Receipts are collected, taped to paper and copied into a form at month-end.
  • Accounting checks every expense report against the travel policy by hand.
  • Missing details on business meal receipts only surface at posting.
  1. Receipts in the gloveboxReceipts pile up in jacket pockets, wallets and the glovebox by hand
  2. Stick on paper, then retypeReceipts taped to A4, amounts in ‘Travel_expenses_final_v3.xlsx’ by hand
  3. Policy next to the pilePrinted travel policy alongside, maximum rates compared by hand manual
  4. Waiting for the signatureThe folder waits until the manager is back from their business trip by hand
  5. Accounting and payroll, twiceAccounting posts it – then payroll types it all in again by hand

Example: Travel expense report RA-2026-0284 from Felix Bauer · Sales – waiting in the inbox

Custom

Describe it, don’t code it.

This is how the XFLOWLY Agent builds the “Travel & expenses” flow – in conversation, tested with a sample document. Your rules, your systems.

Travel & expensesDraftOverviewSpecial cases
Instructions
The flow takes shape as you describe it.

Example with synthetic data – on a call, we’ll show it with your own document.

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Your systems

Works with what you already have.

From SAP to the Excel sheet: XFLOWLY connects to your systems and replaces none of them. Highlighted are the ones typically involved in travel & expenses.

S/4HANAECC / R/3Business OneBusiness CentralDynamics 365Navisionabas ERPproALPHAInforOracleOdooweclappXentralWawiSage
DATEVNTCSLexwareRZLDiamantSalesforceHubSpotPipedriveShopwareShopifyMagentoDocuWared.velopELOM-Files
SharePointOneDriveOutlookExchangeTeamsGmailExcelGoogle SheetsServiceNowJiraZendeskFreshdeskPersonioSuccessFactors

And everything without a big name:CAQ systemMESTime trackingPayroll softwareREST & ODataSQL databaseSFTP & network drivePortal without an APIIn-house software

Your system isn’t listed? XFLOWLY still connects – via API, database, file or directly through the user interface. Nothing gets replaced.

Check the connection on a call
Experience built in

Typical challenges – planned for from day one.

We know from experience what tends to go wrong with travel & expenses day to day. The flow catches it.

Content & discrepancies

The hotel bill includes breakfast.

How the flow handles it

Breakfast is separated out and the meal per diem is reduced according to your policy.

What the flow covers

  • Take in receipts via photo, upload or forwarded email
  • Capture date, amount, tax and type of expense for each receipt
  • Assign receipts to the business trip, calculate meal per diems and check against the travel policy
  • Assign a cost center or project and route exceptions for approval
  • Hand the expense report over to accounting and payroll
Practical example · Public administration

Business trips settled according to travel expense rules – only deviations get reviewed.

  • Public administration
  • City administration
  • ≈ 700 staff
  • 12 departments
  • ≈ 420 travel expense reports per month

  1. 1Starting point

    Expense reports arrived on paper, with receipts in an envelope. The travel expense office checked every receipt against the travel regulations, recalculated allowances and typed everything into financial accounting – reimbursements took several weeks.

  2. 2Implementation

    • Receipts are photographed or uploaded and automatically assigned to the approved business trip.
    • Hotel bills and tickets are read; per diem and mileage allowance are calculated under the public-sector travel expense rules.
    • Deviations from the travel expense regulations go to the travel expense office with a justification.
    • Verified reports go to financial accounting as postings and on to reimbursement.

    ConnectedSAP S/4HANASharePoint

  3. 3Outcome

    • ≈ 70%run through without manual intervention
    • ≈ 100 hrsless manual work per month
    • 5 days instead of 20to reimbursement

    Time saved calculated with 20 min of manual work per transaction before.

Project timelineLive after 6 weeks

  1. Week 1WorkshopTravel expense regulations and exceptions mapped with the travel expense office.
  2. Weeks 2–5Test with real documentsChecked a month of reports in parallel and compared the results.
  3. From week 6LiveLive first in two departments, then in all.
Good to know

Common questions about travel & expenses.

Rainer GruberAlexander TraxlerReinhard SchnetzingerCan’t find your question?

Ask the founding team directly – on a call or with a quick email.

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office@xflowly.com

No. Receipts come in as a photo by email, as an upload or as a forwarded booking confirmation. The flow assigns them to the right trip and person.

Yes, based on the rates you set up: in Germany the meal allowance, for example, in Austria per diems, overnight allowance and mileage allowance. If breakfast is included in the hotel rate, the allowance is reduced. If rates change, you update them in one place; the flow uses them from then on. Internal reimbursement rules, tax treatment and receipt requirements stay separate.

The travel policy check with your maximum amounts, the receipt requirement check and the reimbursability of every item. Plus the travel time and absence check, per diem matching with meal deductions, the mileage log check, foreign currency conversion and the cost center check. If a receipt is missing, a request for it goes to the person submitting the report.

The duplicate receipt check does not just look within one report: the cross-employee duplicate check also finds the same receipt from two employees, after a shared dinner, for example. Corporate card matching detects when corporate card and cash expense were claimed twice, and advance settlement detects when an advance has not been settled.

For business meals, the flow checks occasion and attendees; if attendees are missing, it asks. Private portions are deducted and a different exchange rate is flagged. Anything above your maximum amounts needs an exception approval – you define the approval route.

That's exactly what the flow is built for. Every value it reads stays linked to the original document, and check rules match it against your ERP. Discrepancies, missing data or unclear matches create a task for the person responsible – with the document, the comparison and decision options. The case then continues right where it left off. Values that aren't in the document are never made up.

You decide: in the XFLOWLY Cloud on a dedicated virtual machine at Google Cloud in Frankfurt – or on your own server (on-premises) running Windows or Linux. Stored data is encrypted with AES-256, and credentials for your systems are additionally kept in a separate secret vault. You'll find all the details in the security factsheet on the platform page.

Easily: after a three-month minimum term, you can cancel XFLOWLY monthly with 14 days' notice. When your subscription ends, we provide a full export – documents, results and your flow definitions in machine-readable formats, available for 30 days at no extra cost. After that, your environment is deleted.

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More Use Cases

Timesheets & work reportsCapture timesheets and daily work reports – handwritten ones too – assign them to projects and hand them over to billing and payroll.Incoming invoicesCapture invoices, match them against the purchase order and goods receipt, approve and post.Order confirmationsCompare supplier order confirmations with purchase orders – prices, quantities and dates.

Processes that run themselves.

One call, your real process, no prep work. Afterwards, you’ll know what XFLOWLY can do for your business.

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30 minutes · free · no prep needed

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