The Expenses module in Factorial is designed to simplify and streamline the entire expense management process - from submitting receipts to final reimbursement or reconciliation. Whether you’re an employee submitting expenses, a manager approving them, or part of the finance team controlling budgets, Factorial helps make your job faster and easier.

Benefits for Employees: Submit Expenses Effortlessly, Anytime, Anywhere

Managing work-related expenses shouldn't be a burden. Factorial makes it fast and intuitive for employees to submit and track their expenses in just a few steps. Say goodbye to lost receipts, confusing spreadsheets, and chasing managers for approvals.

With Factorial, employees can:

• Submit on the go: Use the mobile app or desktop platform to submit expenses in a few clicks.
• Snap and attach receipts: Use your phone’s camera to instantly attach receipts, no more storing paper copies.
• Track status in real-time: See the status of your expenses, including approvals and reimbursements, without needing to follow up with HR or Finance.
• Automatic linking: If you use a Factorial Card, expenses are created for you automatically.
• Support for multi-currency: Easily submit expenses in different currencies, perfect for international travelers.

Benefits for Manager: Approve Faster, Stay in Control, and Support Your Team

Approving expenses shouldn't interrupt your day or overwhelm your inbox. Factorial helps managers stay compliant while keeping the review process lightweight and flexible.

With Factorial, managers can:

• Approve or reject in one click: Review and handle expenses directly from your computer or mobile device.
• View receipts and comments in context: See all the necessary information, including attachments, right in the platform - no need to dig through emails.
• Get notified only when needed: Smart rules and filters ensure you're alerted only for expenses that require your attention.
• Smart auto-approvals: Low-risk expenses can be auto-approved to reduce noise and save you time.
• Grouped expense reviews: Handle multiple expenses at once with the batch review feature.

Benefits for Finance and Admin Teams: Gain Full Visibility, Ensure Compliance, and Control Costs

Finance and admin teams are responsible for ensuring compliance, controlling budgets, and closing the books accurately. Factorial’s Expenses module gives them the tools to do it all in one place, replacing manual work and reducing risk without slowing down the business.

With Factorial, finance teams can:

• Set clear rules and workflows: Tailor expense policies, limits, and approval flows to match your company's needs.
• Track all expenses in one place: Get a complete overview of both manual expenses and card transactions.
• Get real-time visibility: Monitor budgets by team, project, or cost center to track spending in real-time.
• Export easily: Generate exports for payroll or accounting reconciliation with just a few clicks.
• Reduce fraud and errors: Built-in limits, policies, and digital audit trails help prevent overspending and provide full traceability.

Seamless Collaboration in a Single Workflow

Together, these roles create a seamless workflow that saves time, keeps everyone aligned, and ensures every euro spent is tracked and justified. Everyone works within the same system, with role-specific views and permissions that keep everything secure, efficient, and aligned.