Entwurf 1/4
Reisekosten erfasst
Beleg · 320 km · Verpflegung
Travel expense software for service businesses: from receipt to invoice.
Travel expense software captures travel expenses digitally, calculates the meal allowances under the German Federal Travel Expenses Act (BRKG) and hands them over to accounting. teamspace bills approved travel expenses straight onto the client invoice at the same time, without a second programme.
Before the software
Travel expenses that never make it onto the invoice?
- Receipts sit in a shoebox until the trip has long since been billed.
- Billable costs are left lying around because no one sees the open items.
- Meal allowances are looked up in Excel and worked out wrongly.
- Own costs and client costs end up in the same pot.
- At month-end everything is typed up again for accounting.
teamspace carries travel expenses from capture all the way onto the invoice in one system.
On the trip
Receipts land on the trip while you travel.
Travel expenses arise on the road. Employees photograph the receipt or upload it and assign it to the trip, in the browser or via the installable web app.
- Travel costs are calculated by teamspace using the mileage rate (€0.30/km) or your own mileage rate.
- Receipts attach directly to the trip, the shoebox is gone.
- An active internet connection is required, a fuel receipt is captured in seconds.
Whatever is captured on the road is ready for review and billing later, without re-typing.
Pass-through billing
Approved travel expenses become an invoice line item.
Travel expenses borne by the client can be passed on to the next invoice. teamspace collects the open items and turns the approved entry into an invoice line item, with the receipt as an attachment.
Reisekostenposition
144,90 € geprüft 2/4
Geprüft und freigegeben
im Finanzmodul, Status nachvollziehbar
Kunde offen 3/4
Filter sammelt offene Posten
Mehrfachauswahl pro Kunde
verrechnet 4/4
Position auf der Rechnung
RE-2026-0042 · Beleg als Anlage
Eigenkosten gehen stattdessen an die Mitarbeiterabrechnung. Dieselbe geprüfte Position fließt zugleich in den Deckungsbeitrag des Projekts.
Stored rates
Mileage rate and allowances are stored.
Whoever creates a travel expense report chooses the line item, and the system suggests the matching rate. teamspace maintains the mileage rate, meal allowances and the international tables centrally.
- €0.30
Mileage rate
or your own mileage rate
- 14 / 28 €
Domestic meals
staggered by absence
- BMF
International meals
per country-specific table
- 10 yrs
Retention
in activated GoBD mode
Billing types
A single trip or a whole month.
Travel expenses can be billed individually or bundled. teamspace keeps the right form ready for every rhythm.
per trip
Trip report
A dedicated trip, from departure to return.
- All costs of a trip combined
- Print-out as a cover letter
- Default values for project and client
freely chosen
Collective report
Several costs over a freely defined period.
- Costs for different clients and projects
- Everything into review mode at once
- Faster capture in a single step
per month
Month-end close
Reimbursements and premiums per employee at month-end.
- Automatically created premiums
- Approved items up to the cut-off date
- Hand-over to employee payroll
“Our staff appreciate how simple the system is.”
To accounting
Travel expenses go straight to DATEV.
Whatever has been billed has to reach financial accounting. In the Enterprise edition, travel expenses go straight to DATEV Unternehmen online via the DATEV-certified posting data service.
- As a cloud API, not as a CSV file, a separate posting batch per DATEV client.
- Together with invoices, reversals and incoming invoices on the same route.
- Other systems take over the data via standard exports (CSV, Excel).
No one sends files back and forth, the entry lands with the tax advisor.
Intro call
Do your travel expenses make it cleanly onto the invoice?
In the intro call we look at your cost elements, the pass-through to the client and the route into accounting.
What this is about
What counts towards a travel expense report.
A travel expense report records the costs of a business trip and documents them for reimbursement and pass-through billing. This includes travel costs (rail, hire car, flight or the private vehicle via the mileage rate), accommodation costs, the additional meal expense as an allowance based on the duration of absence, and incidental travel costs such as parking or tolls.
This page looks at travel expenses from a billing perspective: how approved costs make it onto the invoice and into accounting. How employees capture and submit their trips is covered on the main page travel expenses.
Receipts and reports are stored centrally and remain traceable. In activated GoBD mode, approved receipts can no longer be deleted, and the system enforces retention over ten years. Capture happens in time tracking, billing in the invoicing software.
Use cases
Around billing.
Travel expenses are one building block. These use cases draw on the same receipts, orders and interfaces.
Digital receipt capture
Receipt by photo, stored centrally, assigned to the relevant report.
Learn moreOrder billing
Bill time and materials, fixed price and duration on the same order.
Learn moreIncoming invoices
Recognise incoming invoices by barcode and process them digitally.
Learn moreDATEV export
Hand over invoices and travel expenses via the certified interface.
Learn moreDunning
Open receivables escalate through several stages, each with its own deadline.
Learn moreCreate quotes
The case becomes the quote, and from it the order.
Learn more
Part of the invoicing software
Travel expenses are a line item on the order.
Travel expenses gather on the order, alongside hours and flat rates, until it proposes the finished invoice. E-invoicing, dunning and the DATEV posting data service run in the same system. The invoicing software overview shows how it all fits together.
To the invoicing softwareRelated modules
What travel expenses hang on.
Travel expenses begin in time tracking and end on the invoice. Three modules access them directly.
Time tracking online
The approved hours are the basis of every time-and-materials line item. Capture and billing run on the same employee, in the same login.
- Project time and attendance
- Approval before billing
- Stopwatch, browser, web app
Project management
The order becomes the project with budget, phases and team. Flat rates and progress flow back into the invoice.
- Project from the order
- Plan, actual and forecast
- Post-calculation on the order
CRM
Organisation, contact and case supply the address, contact person and layout for the document. The case becomes the quote.
- Master data for the document
- Quote from the case
- Routing ID on the contact
First call
Travel expense billing outlined in 15 minutes.
We check how travel expenses make it onto the invoice and via DATEV into accounting at your company. A short conversation, a clear picture.
Frequently asked questions on travel expense software
How does this page differ from /travel-expenses/?
Both describe the same function. This page looks at travel expenses from a billing perspective: pass-through to the client, the order and hand-over to DATEV. The step-by-step capture is covered on travel expenses.
Can travel expenses be passed on to the client?
Yes. Approved travel expenses land on the next invoice via the Client open filter, with the receipt attached. Own costs are instead reimbursed to the employee via employee payroll.
Which allowances are supported?
Meal allowances under the German Federal Travel Expenses Act (BRKG): domestic €14 from eight hours and €28 from 24 hours of absence, international country-specific per the BMF table. Travel costs via the mileage rate (€0.30/km) or your own rate. teamspace calculates the allowances automatically based on the duration of absence.
How does review and approval work?
Employees submit their costs, after which the responsible person reviews them in the finance module. Approved items are released for billing, individually or bundled per report. The status runs from draft to posted and stays visible to everyone involved.
How is the hand-over to accounting?
Via the DATEV-certified interface to DATEV Unternehmen online in the Enterprise edition, travel expenses go into financial accounting as a cloud API, with no CSV export. Other systems take over the data via standard exports (CSV, Excel). More on DATEV export.
Does capture work on mobile too?
Yes. Via the installable web app on iOS and Android, receipts are photographed or uploaded and assigned to the trip, provided there is an active internet connection. The digital receipt capture shows the workflow.
Can several trips be billed together?
Yes. Travel expenses can be billed individually per trip or bundled over a freely chosen period, for example monthly. The month-end close bundles reimbursements and premiums per employee.