A fuel receipt, a hotel invoice and a business trip that has to be settled to the leu. 4expenses reads the receipt fields, splits the VAT by rate, works out the per diem from the Romanian rate tables and sends the report to the approver with the budget in view.
Receipts, VAT, per diem, advances and cards, handled the way Romanian rules expect them.
Receipts are read with Romanian, German or English field labels (supplier ID, total, VAT line), picked by best match. Character recognition runs in the language set for your company, Romanian by default. Fields the engine is unsure about must be confirmed by a person before the expense report can be submitted. Handwriting is not read.
Since 1 January 2024 B2B invoices between Romanian companies travel as e-Factura. An e-Factura UBL XML file, like a PDF with a text layer, is read from its text without OCR. The values are proposed for you to confirm.
Romania has a 21% standard and an 11% reduced VAT rate since 1 August 2025, and a single fuel-and-food receipt often carries both. The VAT is kept per rate, and the deductible and non-deductible parts are exported separately.
Domestic trips follow HG 714/2018 and foreign trips HG 518/1995. You set the rate the company actually grants; the tax-free part is checked against a ceiling of 2.5 times the reference rate under the Fiscal Code (and, where a salary basis is set, the monthly cap), and the excess is flagged as taxable. Every day count comes with a trace of the rule that produced it.
When an advance is paid in cash and exceeds the per-person limit you configured, the system flags it and records the legal reference. It never blocks the payment: the company may decide to pay and accept the consequence, and the record shows that it did.
Import a card statement and each charge is matched automatically when amount, date and merchant agree; otherwise it is suggested for a person to confirm. Charges with no document and documents with no charge sit on one exceptions list, and a personal charge on a company card is tracked as a receivable.
Reports route to the approvers you set up by amount band and cost centre or department, and the approver sees the remaining budget. Approval workflows come with the Pro plan.
Approved expenses leave as CSV, XML or JSON with accounts, VAT by rate, the supplier, cost centres and project references on every line.
Plans run from €1 to €8 a month. Receipt OCR and per diem start with Plus.
Create the account (no card, no yearly commitment), add employees and cost centres, and set the rate your company grants per day.
Employees add receipts; approvers see the budget; low-confidence OCR fields get confirmed by a person.
Export the approved batch and import it into your accounting software.
Short answers about receipts, per diem, VAT and the plans.
Yes. An e-Factura UBL XML file is read from its text without OCR, and the values are proposed for you to confirm. It does not submit anything to ANAF; invoicing itself is handled by the separate 4invoices app.
From a rate table kept per scope and country: HG 714/2018 for domestic trips and HG 518/1995 for foreign ones. The day count follows the hour thresholds of the rule, and a trace shows how it was reached. The tax-free part is capped at 2.5 times the reference rate (plus the monthly cap where a salary basis is set) and the rest is flagged as taxable.
Yes. The VAT is stored per rate, so a receipt with 21% and 11% lines keeps both blocks and exports them separately.
It is flagged with the legal reference you configured, and the payment is still allowed. The flag stays on the record.
Both start with Plus, at €2 a month. Start, at €1, covers up to 5 users and one company without them. Approval workflows, corporate cards, advanced reporting and accounting sync begin with Pro, and Premium adds API access and a 30-minute onboarding session.
Yes. Every plan starts with 6 months free, no card and no yearly commitment.
No. It matches the statements of the cards you already have against receipts, automatically when amount, date and merchant agree.
Start with a basic plan and scale as your team grows. No hidden costs, no long-term contracts — change your plan anytime.
