Why the accounting treatment should be defined up front
If the accounting treatment is only decided at posting time, every document turns into a small analysis. When the expense category already carries its accounting schema - the accounts, the VAT treatment, whether the cost is deductible or non-deductible - the decision is made once, at setup, and then applied consistently across thousands of documents. Special cases are still possible, but they become flagged exceptions rather than a silent rule.
VAT: where the errors show up most often
Two situations account for most corrections: receipts with items at different VAT rates, and vehicle costs, where the deduction is capped at 50% unless the vehicle is used exclusively for business purposes (art. 298 of the Codul fiscal / Legea nr. 227/2015, the Romanian Fiscal Code). 4expenses passes through the rate-by-rate breakdown wherever the document contains it, and explicitly flags expenses with limited deductibility, so the accountant does not have to open each document to make the call.
The supporting document travels with the data
An export that carries only figures forces a second search through mailboxes or folders as soon as a check comes up. Here the documents move together with the lines they support, and the link stays traceable both ways: from the posting to the document and back. That is exactly what a tax inspection or an audit asks for - the match between entry and supporting document, demonstrated rather than reconstructed.
Integration with the rest of the 4b2b ecosystem
Approved expenses can be pushed on to the invoicing and accounting solutions in the 4b2b ecosystem, or exported in a structured format for any other program. For project-based companies, the project allocation can be matched against the project records, so that the real cost of a project also includes the small expenses, not just the large invoices.
