--- title: Expense claims by app for staffing — alluvo description: Expense claims for staffing: employees submit receipts and mileage in the app, you review, approve and pay out. Duplicate receipts stand out. url: https://alluvo.ai/en/apps/spesenabrechnung --- 1. [Apps](https://alluvo.ai/en/apps) 2. [People & Time](https://alluvo.ai/en/product/time-tracking) 3. Reimbursements # Expense claims without an envelope full of receipts. Tuesday's fuel receipt travels in a jacket pocket until it eventually reaches the office. With expense claims in alluvo, your employees submit expenses and mileage in the app, and you review, approve and pay out. Which types they may submit and which mileage rate is used, you set once. [Start for free](https://app.alluvo.ai/register?lang=en&market=en&utm_source=website&utm_medium=market&utm_campaign=en) Get to know alluvo App alluvo Reimbursements **Module** [People & Time](https://alluvo.ai/en/product/time-tracking) **Optional** 3 features **Included in** alluvo, with all modules One data model Part of alluvo, with the same data as every other app. At a glance Expenses that no longer need the trip to the office. 1. Employees submit themselves; you define which types there are. 2. Mileage allowance (tax-free rates under § 9 EStG in Germany): set once, calculated everywhere. 3. Commuting-distance allowance per shift, if you pay it. From everyday work ## Three scenes from the receipt tray. One smells of petrol. 1. Mit alluvo 01 ### The receipt arrives the same day. Your employee photographs the receipt and submits it in the employee app as soon as he has it. Which types of expenses he may submit, you define. A thing of the past ### The receipts come in an envelope. *At quarter end.* Parking ticket, hotel invoice, two fuel receipts: your employee collects until the trip to the office is worth it. One receipt has faded on the way, another is lost. **The consequence**Your employee advances money for months and never gets part of it back. He remembers that, at the latest when another staffing agency calls. 2. Mit alluvo 02 ### Receipts are matched. The "receipts and travel costs" skill matches submitted receipts and shows what was submitted twice before anyone approves. It handles collective travel-cost claims along the way. A thing of the past ### The fuel receipt was submitted twice. *Nobody noticed.* Once as a single receipt, once in the monthly collective claim. Two different people checked, and each had only their own pile. **The consequence**You reimburse the same amount twice. Across many employees and many months it adds up to a sum nobody recovers. 3. Mit alluvo 03 ### The rate is set once in the system. You set the mileage rate once in alluvo, and every submitted trip is calculated with it. If you pay a commuting-distance allowance per shift, that is a setting too. A thing of the past ### Everyone calculates the kilometres themselves. *Each with their own rate.* One dispatcher reimburses 30 cents per kilometre, another 35 because the employee asked nicely. Neither rate is written down. **The consequence**What exceeds the tax-free rate is taxable pay. At the next payroll tax audit, the tax on it is claimed back, and you are liable as employer.[1] Features ## What you can switch on. These features appear exactly like this in the alluvo app directory. You switch them on when you need them; they are included in the price per employee on assignment. ### Can be switched on individually - Bundled travel-expense statements Generate bundled travel-expense statements for a period. - Approver Employees name an internal approver before submitting. - Receipt Assistant Receipt-first review screen for expense submissions in the app. AI in the app ## Say it to alluvo. With the [alluvo operator](https://alluvo.ai/en/operator), Claude or ChatGPT does the work in this app at your word, with your permissions and in your data. Somebody types these sentences exactly as they are written here. - „Which expenses are waiting for approval?“ **Receipts and travel expenses** · Submit, reconcile, review, approve or reject receipts and mark them as paid, including as a bundled travel expense statement. - „Ask them what happened that day.“ **Message an employee** · A message to an employee, through the employee app or by email, in the form of address stored for them. The reply comes back as a case. In the same module ## People & Time. The same data. The personnel file and everything that hangs on it every day: time, absences, expenses, and the app in which your employees take care of it themselves. [More about the module](https://alluvo.ai/en/product/time-tracking) - ### [Employee app](https://alluvo.ai/en/apps/mitarbeiter-app) One app. The whole employment relationship. - Today view, assignments, shift plan, working time account, vacation account and an estimate for the next pay. - Sick note, vacation request, timesheet, expenses, academy, knowledge base, all from the same app. - Runs in the browser, installable without an app store, and also when there is no network on assignment. To the app - ### [Time tracking](https://alluvo.ai/en/apps/digitaler-stundenzettel) Hours that are already checked when you need them. - Recorded times flow into the working time account, not into a second spreadsheet. - Client approval has deadlines, reminders and an escalation level. - Your rules are set once, and then apply to every assignment. To the app - ### [Absences](https://alluvo.ai/en/apps/urlaubsverwaltung) Sick reports without a call. Leave without a slip of paper. - Requesting leave and reporting sick works from the app, not by phone. - When a medical certificate is due is a rule, not something in dispatch's head. - Request deadlines apply equally to everyone because they are in the system. To the app Price ## One price. All modules. Reimbursements is included, together with all the other modules. You pay per employee on assignment, no matter how many modules you use. €69[2] per employee on assignment and month **€55** with annual payment **Free** Employees on the bench, candidates and users [Calculate the price for your business](https://alluvo.ai/en/pricing#rechner) - [Sales](https://alluvo.ai/en/product/crm) - [Recruiting](https://alluvo.ai/en/product/applicant-management) - [Staffing & Contracts](https://alluvo.ai/en/product/scheduling) - [People & Time with Reimbursements](https://alluvo.ai/en/product/time-tracking) - [Payroll](https://alluvo.ai/en/product/payroll) - [Invoicing](https://alluvo.ai/en/product/invoicing) - [Controlling](https://alluvo.ai/en/product/controlling) - [Service & Inbox](https://alluvo.ai/en/product/ticketing) Questions ## Questions about expense claims. **How do my employees submit expenses?** In the employee app: expenses and travel costs, with the receipt attached. Which types they may submit, you set in the settings. **How is the reimbursement paid out?** Through the payout methods you set up in alluvo. Once a receipt is paid out, you mark it as paid. **Can I reject or correct a receipt?** Yes. You review receipts, approve, reject or correct them, individually or as a collective travel-cost claim. **Does alluvo calculate the mileage allowance?** Yes. You set the rate once (in Germany the tax-free rate under § 9 EStG), and alluvo calculates every submitted trip with it. A commuting-distance allowance per shift can be set in addition. ## Seeing is easier than reading. Start for free, or book 20 minutes: we show you Reimbursements on real workflows. [Start for free](https://app.alluvo.ai/register?lang=en&market=en&utm_source=website&utm_medium=market&utm_campaign=en) [See all apps](https://alluvo.ai/en/apps) ## Footnotes 1. Section 3 no. 16, section 9 (1) sentence 3 no. 4a and section 42d (1) no. 1 EStG (German tax law today). For a business trip, the mileage rate under the Federal Travel Expenses Act is tax-free: 0.30 euro per kilometre for a car where the employer documents a substantial business interest, a lower rate otherwise. ↩ 2. One price per employee on assignment and month; it includes all modules and therefore every app. All amounts plus VAT. Everything else is on the [pricing page](https://alluvo.ai/en/pricing). ↩