Employees record the trip, provided meals and receipts in five steps. QUANTICAL.ERP calculates the meal allowance under German or Austrian rules. Administrators review the report and send it to accounting with every receipt attached.
All reports of one employee with allowance, expenses and status in a single list.
From the business trip to accounting.
A travel expense report has to answer two questions: what does the employee get reimbursed, and what did the trip cost in total? This is how QUANTICAL.ERP answers both.
Screenshots from our German product documentation show sample data. You can enlarge every view.
Enter the trip details
Choose a project or an internal trip, state the purpose and enter the departure and destination addresses, the destination country and departure and return with times. The times matter: they determine the meal allowance. Means of transport can be selected in combination.
QUANTICAL.ERP derives the distance from the addresses via Google Routes, as the shortest drivable road connection. For a private car it appears as a suggestion in the item and stays editable.
Enlarge viewThe trip details set allowance and distance. Next creates a draft.
State the meals provided
Answer whether breakfast was included in the hotel rate, and tick per day whether lunch or dinner was provided, for instance by the client. The card below shows the allowance, the deduction and the remaining amount.
In Germany a breakfast cuts the allowance by 20 percent of the daily rate, lunch and dinner by 40 percent each. The deduction never exceeds the allowance.
Enlarge viewThe deduction is calculated per provided meal and shown at once.
Record expenses with receipts
Every means of transport already has an item, joined by hotel, parking and tolls, hospitality or other. Each item needs an amount, a receipt as PDF or image and who paid. Company card or private: that decides the reimbursement.
A private car needs no receipt. Distance and passengers are enough, QUANTICAL.ERP calculates the amount from the mileage rate and passenger surcharge.
Enlarge viewAn item shows Open as long as amount, receipt or payer is missing.
Review, sign, submit
The report summarises allowance, deduction and privately paid expenses and separates what comes with payroll from what is reimbursed directly. Below it stand the expenses on the company account and the total cost of the trip. The employee signs digitally and submits for approval.
On submission QUANTICAL.ERP freezes amounts and rates. Later changes to the allowances leave submitted reports untouched.
Enlarge viewAllowance, reimbursement and total trip cost are shown separately.
Approve and send to accounting
Administrators see every submitted report with allowance, expenses, company expenses and total. They approve or reject with a reason. Approved reports go to accounting by e-mail as a PDF document with all receipts.
Dispatch uses the organisation's connected mailbox or the noreply address. Recipient, subject and text are preset per company and editable in the dialog.
Enlarge viewA number in the menu shows how many reports are waiting for review.
Three days in Munich. What gets paid out?
An example under German rules: the daily rate is €28.00, arrival and departure days count €14.00 each. A trip from Monday to Wednesday yields a meal allowance of €56.00.
The hotel provided breakfast twice, the client lunch once. That cuts the allowance by €22.40. Add the privately paid train ticket of €189.00. The employee receives €222.60: the allowance with the next payroll, the ticket directly.
Per company you store meal allowances for each destination country, the deduction per meal, the mileage rate and the passenger surcharge. The calculation rule follows the company's seat: daily rate under § 9 (4a) EStG in Germany, the twelfths rule under § 26 Z 4 EStG in Austria. Without your own values the statutory defaults apply.
Reject with a reason
If something is wrong, the administrator rejects with a reason. The report returns to the employee as a draft, who corrects and resubmits it. Every rejection stays on record.
Dispatch to accounting
The administrator sends approved reports to accounting as a PDF document with receipts. Whether only the meal allowance or also privately paid expenses are reimbursed is set per company. Placeholders such as reference, employee and amount are filled into the mail text by QUANTICAL.ERP.
Travel expenses, time tracking and invoicing in one price.
Try QUANTICAL.ERP free for 90 days. Afterwards, the platform costs €12.90 per user per month, plus VAT. Travel expenses, time tracking, invoicing and financial reporting are included.
All other QUANTICAL features, future updates and extensions are included too. QUANTICAL.ERP is developed by the consultancy rwQUANTICAL GmbH and used in its daily operations.
Try it free for 90 days
Store your company's allowances, submit a business trip and follow the path to accounting with your own processes.
How does QUANTICAL.ERP calculate the meal allowance?
From departure and return with times, the destination country and the seat of your company. For Germany the daily rate applies per 24 hours, with a partial rate on arrival and departure days and for one-day trips over eight hours. For Austria the twelfths rule applies per started hour from more than three hours. Provided meals reduce the allowance according to the stored rules.
Which allowances are preset?
For companies seated in Germany the rates from the Federal Ministry of Finance letter of 5 December 2025, valid from 1 January 2026, such as €28 for a full day and €14 for arrival and departure days within Germany. The deduction is 20 percent for breakfast and 40 percent each for lunch and dinner. You can add any destination country and adjust the values at any time; check them yearly against the official rates.
How are trips in a private car reimbursed?
Through your company's mileage rate, preset at €0.30 per kilometre for Germany and €0.50 for Austria. QUANTICAL.ERP derives the distance from the departure and destination addresses via Google Routes, and you can overwrite it. Passengers travelling on business add a surcharge per kilometre if the company provides for it.
What happens to expenses paid with the company card?
For every item you state who paid. Privately paid expenses are reimbursed to the employee. Company expenses count towards the total cost of the trip and appear in the report document, but are not paid out.
Which receipts are required?
Every expense needs a receipt as PDF or image up to 15 MB, except trips in a private car. The receipts are attached to the report and go to accounting with it.
What does accounting receive?
A PDF document with trip details, meal allowance, deductions, every item and the employee's signature, plus the receipts. It is sent by e-mail from the organisation's connected mailbox or from the noreply address. Per company you decide whether only the meal allowance or also privately paid expenses are reimbursed.
Can I change a report afterwards?
As long as it is a draft, at any time. After submission the amounts are frozen. If an administrator rejects it, the report returns with a reason and can be corrected and resubmitted. For recurring trips you copy an existing report; trip details and items are carried over, amounts and receipts are not.
What do travel expense reports cost?
You try QUANTICAL.ERP free for 90 days. Afterwards you pay €12.90 per user per month, plus VAT. Travel expenses are included, as are time tracking, digital timesheets, invoicing and financial reporting. Future updates and new features are included as well.
