Frequently asked questions

For small expenses a fiscal receipt can serve as the supporting document when it carries the required elements and travels with an expense report drawn up per OMFP no. 2634/2015. To deduct VAT, however, you need an invoice issued to the company. In 4expenses you configure per category whether a receipt suffices or an invoice is mandatory, and a report cannot be submitted without the required document — the rule shows up at creation, not at rejection.

Yes. Archiving financial-accounting documents remains the company obligation, and thermal receipts fade within months. The recommended practice: keep the original per your archiving policy and use the image in 4expenses as the working document and as timestamped evidence of what the receipt said when it was captured.

It is not merely an administrative annoyance. Without a supporting document the expense cannot be treated as deductible for corporate income tax (art. 25 of the Romanian Fiscal Code) and, depending on the case, a payment made on a company card may be treated as a benefit granted to the employee, with tax consequences. That is why the exception list in 4expenses attaches every such amount to a named person and tracks it to closure.

Yes. Law no. 70/2015 sets ceilings on cash receipts and payments, including advances granted to employees. 4expenses tracks cash operations separately from card and transfer payments and warns when the configured ceiling would be exceeded — at the moment of the decision, not at an inspection.

Documents can contain personal data, so they are treated accordingly under GDPR: role-based access (a manager sees only their team, finance sees everything), an audit log of accesses, and retention policies configurable per document type.

For domestic travel the reference level is the one set for public institutions (HG no. 714/2018); for private employers the allowance is tax-free up to 2.5 times that level, and since 2023 an additional monthly cap tied to base salary applies under the Fiscal Code. For foreign travel the reference is set per country (HG no. 518/1995). 4expenses keeps these thresholds as updatable settings and separates, per trip, the tax-free portion from the part that exceeds the ceiling.

By the rules on hours spent travelling, which differ between domestic and foreign trips. The app computes the number of days from the departure and arrival times entered and shows its reasoning explicitly, so it can be checked — which removes the most common disputes between employees and finance.

The deadline is set by your internal procedure and recorded when the advance is granted. 4expenses requires an explicit deadline at approval, sends reminders before it expires and escalates to the responsible manager afterwards. The balance report shows the age of every open amount.

The difference becomes payable to the employee and joins the settlement batch. If they spent less, it becomes refundable. In both cases the advance balance closes only once the regularisation is confirmed — not when the documents are approved.

Yes, on kilometres driven at a configured internal rate, with the route and purpose recorded next to the amount. If a company car is used, the app records the vehicle type and usage so the accounting export carries what is needed for the correct VAT treatment (art. 298 of the Fiscal Code limits deduction to 50% for vehicles not used exclusively for business).

No. It works with the cards you already have from your bank and handles reconciliation, controls and justification. Transactions are imported from the statement and matched automatically against employee-uploaded receipts on amount, date and merchant. Your banking relationship is untouched.

Yes. Flows are defined per department, per expense category and on amount thresholds, and one company can run several configurations at once. Escalation above a threshold happens automatically, so the employee never has to work out who to ask.

Approval is delegated automatically for the duration of the absence to the person you nominated, so settlements do not stall. The audit log records who actually approved, acting as delegate.

Yes. Each expense category carries an accounting scheme defined once, so the export already contains the accounts, the VAT split by rate, the partner identified by tax ID and the cost centre or project allocation. Supporting documents travel with the data, linked to the matching line.

Yes, through a dedicated role that sees approved batches and their supporting documents, with no access to the rest of the data. That removes the monthly ritual of emailing an archive.

For a small team, a day: define the expense categories, cost centres, ceilings and approval flow, then invite the employees. We recommend running one department for a full month first, so the policies settle against real cases, and only then extending company-wide.

The list of employees with their department, the expense categories you already use in accounting, and your cost centres or projects. All of it can be imported from Excel; you do not need historical expenses to start.

There is a trial period with access to the modules and no card at sign-up. If you decide to continue you activate the subscription from the panel; if not, the account suspends automatically at the end, with no payment.

Yes. If you run a group of companies, or keep the books for several clients, you manage them from one central account with fast switching. Each entity keeps its own categories, budgets and settlements, and reports can be consolidated across the group.