Expense reportsPro plan
A team member pays for something, drops in the receipt and AI fills in the report. They submit it, a manager approves or declines it, then marks it as reimbursed. The expense joins your accounting on its own.
Expense reports, their amount and their status
Entry
Create a report with the date, category, supplier or shop and a description. Enter the amount actually paid including VAT and the VAT rate: the recoverable part is calculated automatically.
Specify how the expense was paid: personal card, cash, personal transfer or other. The manager knows straight away what to reimburse and how.
Receipt scanning
Drag in one or more receipts or till slips, as photos or PDFs. For each one, AI reads the date, shop, amount and VAT, picks a category and creates a draft report.
The receipt stays attached to the report. It is stored in a private space: only its author and the company's managers can open it. Review the report, correct it if needed, then submit it.
Submission
A report can be edited as long as it is a draft. When it is ready, submit it: it switches to “Pending” and appears for managers. Everyone only sees their own reports.
If it is declined, the reason is shown on the report. The team member corrects it and submits it again, without retyping everything. An approved or reimbursed report is locked and can no longer be deleted.
Approval
In the “To review” tab, managers find reports awaiting approval and those to be reimbursed, with the person's name, the amount and the receipt. They approve in one click or decline with a reason.
On approval, Hob's Space creates the matching expense in the company's Accounting, with the team member's name, the category, the VAT and the receipt. No more retyping at the end of the month.
Reimbursement
Once the transfer to the team member has been made, the manager marks the report as reimbursed. The date is recorded and the report leaves the list of items to review.
The team member sees the status of each report change: pending, approved, reimbursed. No need to chase by email to find out where their request stands.
Date, shop, amount and VAT extracted from the receipt, to review before sending.
Calculated from the amount incl. VAT and the chosen rate.
The receipt can only be opened by its author and managers.
Personal card, cash, personal transfer or other.
An approved report can no longer be edited or deleted.
Every approved report becomes a deductible expense.
Expenses from reports count towards the period's result.
Attach each report to the right company on the account.
Approved expense reports join Accounting with their receipt, and their amounts show up in your financial statistics.
