4expenses documentation

Create the account, import employees (individually or in bulk from CSV/Excel) and define the expense categories you already use in accounting. Then add the cost centres and projects reports will be allocated to, plus the per-employee defaults.

Each category gets an accounting scheme defined once. The approved expense batch exports with the accounts, the VAT split by rate, partners identified by tax ID and the cost-centre allocation — with supporting documents attached to their matching lines.

Configure domestic and foreign per diem ceilings (benchmarked against the statutory limits), per-category expense caps and the limits on cash operations. Rules apply when the report is created, so overruns become owned, traceable exceptions rather than surprise rejections.

Corporate card transactions are matched to the receipts employees upload, on amount, date and merchant. Clear matches close; the rest land in an exception list attached to the cardholder, with reminders until the document is uploaded. The statement is entered into the platform; there is no automatic import from bank file formats.

Roles and permissions (RBAC) control what each user sees — the employee only their own reports, the approver their team, finance everything, the external accountant only approved batches. Sign-in with a password or with a Google account, for existing accounts.

Short video tutorials for initial setup, uploading a receipt, approving a settlement, justifying an advance, reconciling a card statement and generating the accounting export — organised by user role (administrator, approver, employee).