A kilometre rate and two allowances
Business kilometres times rate, plus meal allowance and overnight allowance. Trip duration in hours sits alongside, because it determines the meal allowance.
Finance & analytics
Travel expenses
People who drive on business get money back. Travel expenses records who went where and when, adds up the mileage rate and the allowances, and hands the result to payroll.
Default rate€0.30 per km, editable
AllowancesMeal · overnight
CurrencyTenant currency
ExportCSV of the filtered list
The trip list that turns into a reimbursement
A trip carries date, driver, vehicle, destination, duration, odometer readings and the split between business and private kilometres. The amount is business kilometres times rate plus meal and overnight allowance — but it can be overridden where the individual case differs. The rate is written onto the trip rather than looked up: changing the default later does not recalculate past trips.
What it does
What the module actually does
Default rate per tenant
A default rate (shipped at €0.30 per kilometre) pre-fills new trips. The currency follows the tenant currency rather than a fixed setting in code.
The rate stays on the trip
The rate used is written onto the record. Changing the default later leaves settled trips untouched — history beats recalculation.
Cross-check against the odometer
If the kilometres entered do not match the difference between start and end odometer, the system says so and offers to adopt the odometer difference.
Business and private kept apart
Private kilometres are carried along but do not increase the reimbursement. Total distance follows from both and is never stored twice.
Your own amount where necessary
A manually set total beats the calculation — visibly marked as such, and resettable to the computed value at any time.
Filters and totals for the settlement run
Filter by period, driver and free text; the list reports trip count, business kilometres and total amount across the filtered set.
CSV for payroll
The filtered list exports as CSV — with every column, not just the page on screen.
Frequently asked questions
No, and the two should not be confused. The logbook records the trip for tax purposes — complete, immutable, in closed form. Travel expenses record what is reimbursed for it. The same trip can appear in both; only one of them produces a payout figure.
No — deliberately not. The list is a settlement basis for payroll and therefore stays editable. If you need approval with four-eyes review, a rule engine and an audit trail, book the cost as a receipt in receipt management instead.
Not in this module: it is a back-office view with its own view and edit rights. Driver-side submissions — odometer, fuel receipt, damage, tyre change — go through driver submissions.
Only within their data scope. Every trip hangs off a vehicle, and through the vehicle the same site-based visibility applies as everywhere else in the application.
Works together with
Receipt management
Capture receipts, validate them by rules, approve under four-eyes control and export with an audit trail.
Digital logbook
Electronic logbook (Fahrtenbuch): recorded promptly, numbered without gaps and tamper-evident via a SHA-256 hash chain.
Driver file
Drivers as master records rather than shadows of a user account — with credentials, blocking and a 360-degree view.
Fleet Cost Cockpit
Total cost of ownership across fuel, maintenance, leasing, fines, insurance, damages, receipts and devices.
See this module with your own data
30 minutes, no sales pressure: we show the module in the context of your fleet — self-hosted in your data centre, GDPR-compliant, made in Germany.