Expense Forms

Product Overview

Kelio Expense Forms digitalises the complete expense management process – from receipt capture to accounting. In three simple steps: Capture (mobile photo + OCR) → Validation (one-click manager approval) → Accounting & Payment (automatic export to payroll/accounting). No more paper, manual data entry or lost receipts.

The 3-Step Process

1. 1. Capture – snap the receipt
   Employees photograph receipts with the mobile app. Built-in OCR automatically recognises receipt data (date, amount, VAT, supplier) – no manual entry needed. Multiple receipts can be captured at once.
2. 2. Validation – one click
   Managers approve or reject expenses with a single click. The rules engine automatically checks budgets and company policy. Email notifications at every step.
3. 3. Accounting & Payment
   Approved items are automatically exported to accounting and payroll systems with a full audit trail. Payments can be processed together with salary or separately.

Mileage & Multi-Currency

• Mileage allowance: Google Maps-based route and distance calculation automatically computes reimbursement based on company mileage rates. Multi-destination trips supported. Supports fuel, electric, motorcycle and bicycle mileage rates.
• Multi-currency support: Expenses recorded in multiple currencies with automatic daily exchange rate conversion. Ideal for international teams and travel.

Dashboard & Reports

• Manager dashboard: Real-time overview of outstanding, approved and paid expenses by category, department and project.
• Detailed reports: Expense statements, trend analysis, individual and group cost forecasts.
• Export: PDF, Excel, CSV – directly integrable with accounting systems.