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The rollout follows four phases over 2 to 4 weeks: scoping (expense policy, approval workflows, chart of accounts), platform configuration, connection to your existing tools (ERP, accounting, payroll), then team training. An ExPay project manager supports you at every phase, and a pilot with a small group of employees lets you validate the configuration before the full rollout.

From the admin console you can create accounts one by one, import a CSV file, or sync your corporate directory. Each employee receives an invitation email with an activation link. Roles (employee, approver, accountant, administrator) are assigned at creation and can be changed at any time.

Go to Administration > Expense policy. There you define the permitted categories, the caps per category and per role, which receipts are mandatory, and the rules specific to each entity. Rules apply as soon as an expense is entered: the employee is warned immediately if a cap is exceeded, before the expense is even submitted.

Yes. Every customer has access to our online training platform, with short video tracks per profile (employee, approver, accountant, administrator). Enterprise customers also get live training sessions run by our teams and tailored to their configuration.

Three options: photograph the receipt from the mobile app, forward an invoice received by email to your dedicated ExPay address, or upload a file (PDF, image) from the web platform. In all three cases the OCR pre-fills the expense; you check it, complete anything missing, and submit.

Every extracted field stays editable before submission: simply correct the wrong value. Those corrections feed the continuous improvement of the recognition engine. If a particular type of receipt causes trouble repeatedly, report it to support so it can be taken into account.

Create an expense of type "Mileage", then enter the departure point, the destination and the purpose of the trip. The amount is calculated automatically from the official rate in force and the tax horsepower of the vehicle registered in your profile. Recurring journeys can be saved as favourites.

The amount is converted automatically into your entity's currency, at the exchange rate of the day the expense was incurred. If your company applies a specific rate (an internal monthly rate, for example), your administrator can configure it at entity level.

That depends on the policy your company has set. Where it is allowed, an expense without a receipt is capped and must be accompanied by a written declaration; it is flagged as such to the approver. If a receipt is lost, do ask the merchant for a duplicate: most of them can issue one.

Each expense report follows the workflow defined by your company: usually the manager, then management control or finance above a certain amount. Each approver is notified by email and on mobile, and decides in one click. You track the progress of your reports in real time, step by step.

In your profile, under "Delegations", name a delegate and a period. During that period they receive your approval requests and can decide in your place; every action is logged as carried out "by delegation". The delegation ends automatically on the date you chose.

As soon as final approval is given, the expense joins the next reimbursement batch generated by your accounting department (a SEPA transfer file or a payroll export, depending on how your company is configured). The actual timing therefore depends on the rhythm of your reimbursement runs: most of our customers reimburse every week. You are notified at each step.

The reason for the rejection, entered by the approver, is sent to you automatically by notification. Correct the point raised (missing receipt, wrong category, incorrect amount) then submit again: the report re-enters the approval workflow without having to be recreated.

ExPay has native connectors for SAP, Oracle, Sage, Cegid and Microsoft Dynamics. For other environments, the standard export format (configurable CSV) covers most needs, and our REST API lets you build a bespoke integration with support from our technical team.

Entries are generated automatically from your chart of accounts: each expense category is mapped to an account, and recoverable VAT is broken down according to the applicable rates. The export can be triggered manually or scheduled (daily, weekly), to your ERP via a connector or as a file.

Yes, a complete REST API covers users, expenses, expense reports, approval statuses and exports. Authentication uses API keys managed from the admin console. The technical documentation is provided during onboarding. Contact your account manager or support to get access.

In your profile, under "Security", enable two-factor authentication and scan the QR code with your authenticator app (Google Authenticator, Microsoft Authenticator and others). Administrators can make MFA mandatory for every company account from the admin console.

Exclusively in datacentres located in the European Union, with geographic redundancy. Data is encrypted in transit and at rest. A GDPR-compliant data processing agreement (DPA) is offered as standard, and your data never leaves European soil.

At any time, your administrators can export the company's data in standard formats (CSV, PDF). On termination you have 30 days to carry out that export; the data is then deleted from our systems, apart from what the law requires us to keep. No data is retained or sold.

Click "Forgot password" on the sign-in screen: a reset link valid for one hour is sent to your work email address. If your company uses single sign-on (SSO), the reset goes through your internal directory. Get in touch with your IT department.

Pricing depends mainly on the number of active users and the volume of expense reports processed, as well as the integrations and the level of support you want. Every customer gets the complete platform: there are no features held back depending on the plan. Request a proposal through the contact form.

The number of users can be increased freely during the contract, billed pro rata. For a more structural change (a new entity, a new integration, a different support level), contact your account manager or [email protected]: an amendment is drawn up within a few days.

Cancellation is done by simple written notice with 30 days' notice, with no exit fees. You keep access to the platform until the end of the term, then have a further 30 days to export your data. The full terms are set out in our terms of service.