Configure travel expenses
In QUANTICAL.ERP set per company the meal allowances by destination country, the mileage rate and the e-mail dispatch to accounting.
The settings sit under Settings > Administration > Travel. They apply per company: if your organisation has several, select the company at the top right. Three tabs share one form, Save settings stores all of them at once.
As long as nothing is saved for a company, the fields show the statutory defaults of its seat country. Employees calculate with exactly these values until the first save.
Meal allowances
The calculation rule follows the seat country of the company and cannot be switched:
- Germany: daily rate (§ 9 (4a) EStG). Full daily rate per 24 hours, partial rate on the days of departure and return and on one-day trips over eight hours. Per destination you enter Full day, 24 h and Departure/return day, one-day > 8 h.
- Austria: twelfths rule (§ 26 Z 4 EStG). Per calendar day one twelfth of the daily rate per started hour, for trips over three hours, at most the full daily rate. Per destination the daily rate per 24 h is enough.
The table holds one row per destination. Add destination country opens the country search, Remove drops a country. Only listed countries are available to employees in the wizard.
Per row you set the deduction for provided meals, either as % of daily rate, as € per meal or as 2/3 from two meals under Austrian rules for trips abroad. The fields Breakfast, Lunch and Dinner name the value per provided meal.
For Germany the rates from the BMF letter of 5 Dec 2025 are prefilled, valid from 1 Jan 2026, with the deduction under § 9 (4a) sentence 8 EStG: breakfast 20 percent, lunch and dinner 40 percent each of the daily rate. Check the values yearly against the official rates.
Mileage rate
The rate (€/km) reimburses every kilometre driven with a private car, regardless of the destination. The passenger surcharge (€/km per person) goes to the driver for colleagues taken along on business. Set to 0, the wizard hides the passenger field.
Prefilled are 0.30 € per km without surcharge for Germany and 0.50 € per km with 0.15 € per person for Austria.
Accounting dispatch
The reimbursement scope defines what accounting receives:
- Meal allowance only: Accounting receives only the meal allowance report for payout.
- Meal allowance and privately paid expenses: Accounting receives the meal allowance and all privately paid expenses including receipts.
The mail channel determines the sender account. With Send from the organisation's mailbox the mail goes out from the connected mailbox and shows up in its Sent folder, see Send invoices by e-mail for connecting it. Without the toggle QUANTICAL.ERP sends from the noreply address, no setup needed, but replies do not reach you.
Under Defaults enter the recipient (accounting), default CC, subject and e-mail body. These values appear in every send dialog and stay editable there. In the subject and the body QUANTICAL.ERP replaces the placeholders when sending:
| Placeholder | Value |
|---|---|
{{id}} | Reference of the report, for example RK-2026-A1B2C3 |
{{mitarbeiter}} | Name of the traveller |
{{projekt}} | Project or Internal |
{{reiseziel}} | Destination address |
{{reisezeitraum}} | Departure to return |
{{umfang}} | Text depending on the reimbursement scope |
{{betrag}} | Amount to be reimbursed |
Reset restores the default texts, German for companies seated in Germany and Austria, English otherwise.
Review and approve travel expenses
As an administrator in QUANTICAL.ERP review submitted travel expense reports, approve or reject them and send them to accounting with the settlement document.
Month-end closing
Monthly close in QUANTICAL.ERP: the employee workflow, administrator settings and the review of submitted timesheets in one overview.