The expense management software that takes every receipt from draft to reimbursement
Lost receipts, month-end spreadsheets, reimbursements that slip and travel costs that never land on the right project. With Onwork your team logs each expense with the receipt attached, approvers get notified, and finance reimburses in one click — while every chargeable expense flows straight into the project margin.
Who uses it
Employees and business travellers, approving managers, finance and CFO, project managers
Native approval flow
Every expense follows draft → submitted → approved → reimbursed. Rejections always require a reason, so nothing gets stuck without an explanation.
Real costs on the project
Confirmed project expenses feed the actuals and the margin calculation. You can even re-invoice them to the customer with a configurable mark-up.
Automatic legal preservation
With the Aruba DocFly integration, approved receipts go to compliant digital preservation on their own. Scheduled jobs and callbacks: no manual action needed.
Everything Expenses handles for you.
Operational detail, not marketing fog — every capability below is in the product today.
01
Employee expense reports
Employees enter their own expenses, with the company's controls already in place.
- Company-configurable categories: meals, accommodation, transport, car, materials, entertainment, training
- ISO 4217 currencies with automatic EUR conversion at the day's rate
- Receipt required above €25 (configurable threshold)
02
Business trips and mileage reimbursement
For trips in a personal vehicle, the reimbursement calculates itself.
- €/km rates from ACI tables configured for your company
- Auto-calculated amount: distance in km × rate
- Vehicle type and engine size: car, motorbike, bike
03
Project expenses (ProjectExpense)
Direct costs paid by the company — licences, certifications, materials — charged to the project without passing through the employee.
- Dedicated lifecycle draft → confirmed → invoiced, approved by the Project Manager
- Confirmed expenses feed the margin: Revenue − Hours × Hourly Cost − Expenses
- Linkable to the supplier's passive invoice to show what was paid
How it flows
How Expenses flows, step by step.
- 1
Draft
The employee creates the expense with date, category, amount and the receipt attached.
- 2
Submitted
Submitting notifies the configured approver: manager or finance.
- 3
Approved or rejected
The approver decides from the dedicated panel. Rejections always require a reason.
- 4
Reimbursed
Users with the EXPENSE_REIMBURSE permission mark the payment, even in bulk from the monthly expense report.
- 5
Legally preserved
With DocFly enabled, the approved receipt is automatically sent to compliant digital preservation.
Works better together.
Expenses shares data live with the rest of Onwork — one source of truth, nothing re-typed.
Projects
Project management software that connects customers, activities and worked hours
Learn moreWork Progress
The work progress software that turns approved shifts into invoice-ready amounts
Learn moreEmployee Costs
The employee cost software that turns your payroll consultant's Excel into project margins
Learn moreFrequently asked questions
Straight answers about Expenses: what it does and how it fits your workflow.
How does mileage reimbursement work in Onwork?
Enter vehicle type, engine size, distance and the From/To route: the amount calculates itself by multiplying the kilometres by the €/km rate from the ACI tables configured for your company. Add the trip reason and the expense is ready for approval.
Can I charge expenses to projects?
Yes, in two ways. Employee expenses can be linked to a project and activity; ProjectExpenses are direct costs paid by the company that feed the project's actuals and margin, and can be re-invoiced to the customer with a configurable mark-up.
Are receipts legally preserved?
Yes, when the Aruba DocFly integration is enabled: once the expense is approved, the receipt is automatically sent to compliant digital preservation. The status (Pending, Submitted, Preserved...) is visible in the table, and users with EXPENSE_ADMIN can request the PDD exhibition package or download the zip of preserved documents.