Trip requests
Employees plan business travel before they go: dates, purpose, itinerary, and an estimated budget. Manager approval kicks the trip off; the request becomes the basis for the later expense report.
Travel. Claims. Control.
Business travel and expenses, under control.
Expentrips helps companies manage trip requests, receipt capture, expense reports, approvals, per diems, and reimbursements — all from one secure workspace. No more spreadsheets, no more scattered emails.
- Trip requests
- Expense reports
- AI receipt processing
- Per diems
- Policy controls
- Reimbursements
Why teams switch
If business travel and expenses still live in email and spreadsheets, your team is paying a hidden tax.
The everyday pain
- Problem: Receipts lost in personal email and camera rolls.
- Problem: "Where's my trip request?" — nobody knows.
- Problem: Policy checks done by eye on every claim.
- Problem: Per diems calculated by hand and inconsistently.
- Problem: Reimbursements tracked in stale spreadsheets.
- Problem: Finance spends days reconciling line by line.
How Expentrips fixes it
- Receipts uploaded straight into the workspace, with AI extraction.
- Every request shows where it sits in the approval chain.
- Policies configured once, then checked on every claim.
- Per diems calculated automatically from dates and destination.
- Reimbursements roll up from line items — partial pay-outs supported.
- Finance reviews everything from one dashboard with flags surfaced.
What you get
Eight advantages your travel and expense process gains on day one.
Expentrips covers the end-to-end loop: pre-trip request, receipt capture on the road, expense reports with AI extraction, manager and finance approval, per-diem calculation, policy enforcement, reimbursement, and the analytics to see where the money went.
Trip requests Pre-trip approval with dates, purpose, and an estimated budget.
Receipt capture Snap or upload images and PDFs from anywhere; nothing lives in a camera roll.
Expense reports Group spending against an approved trip or stand alone, with line items.
Approvals Manager and finance sign-off with full status visibility at every step.
Per diems Automatic allowance calculation from dates and destination.
Policy controls Warn or block at submit time — the same flags approvers see.
Reimbursements Roll up by line, with partial pay-outs and per-line reasons.
Dashboards Spend visibility by user, category, department, and period.
Features
Built for the way travel and expenses actually happen.
Expense reports
Group exact expenses after travel. Reports can be created from an approved trip request or stand alone. Two-step manager and finance review; partially reimbursed reports stay visible until closed.
AI-powered receipt processing
Upload receipt images or PDFs and Expentrips suggests merchant, amount, date, currency, and category in seconds. The employee always reviews and saves — AI accelerates entry, it doesn't replace judgement.
Warning and blocking policies
Configure receipt-required rules, category caps, and warn-or-block thresholds. Employees and approvers see the same policy flags inline. No silent overrides — every decision is documented in the audit log.
Per diems
Admin-managed rules auto-calculate allowances from travel dates and destination. Employees can adjust with a reason; approvers and finance see calculated vs. submitted side by side — no more hand-rolled spreadsheets.
Approval workflows
Employee → Manager for trip requests; Manager → Finance for expense reports. Multi-supervisor chains are supported on every paid plan. Completed approvals stay visible so history is never a guessing game.
Reimbursements with partial pay
Finance reimburses the whole report, or pays out per line when a single expense needs a different decision. The employee sees exactly which line was adjusted, by how much, and why.
Reporting and analytics
Dashboards for admins and finance: by category, user, department, and period. CSV and PDF exports for every list. Each role's home screen surfaces what needs attention today — no daily hunt across tabs.
How it works
From request to reimbursement, in six clear steps.
A single happy path the whole team can follow without spreadsheets.
- 1Request the trip
Employee files dates, destination, purpose, and an estimated budget.
- 2Manager approves
Trip request gets a green light before any spending happens.
- 3Travel and collect receipts
Capture receipts on the road; upload images or PDFs as you go.
- 4Submit the expense report
Group expenses against the approved trip — or stand-alone — with per diems and policy flags calculated automatically.
- 5Manager & Finance review
Two-step approval. Partial reimbursement supported per line, with reasons captured.
- 6Reimburse and close
Employee sees the outcome; finance has the full audit trail.
Roles
Made for the people who actually do the work.
Employee
Files trip requests, uploads receipts, submits expense reports, sees policy warnings and per-diem suggestions, and tracks reimbursements.
Manager / Supervisor
Approves or rejects trip requests and expense reports for their team. Sees policy flags inline at review time. Multi-supervisor chains supported.
Finance
Reviews expense reports after manager sign-off and processes reimbursements, including partial pay-outs with line-level reasoning.
Company Admin
Manages users, departments, categories, currencies, policies, per-diem rules, and the audit trail for the company workspace.
Pricing
Friendly pricing that grows with your team.
EUR pricing. Pay monthly, or save about two months with an annual plan.
Try Expentrips free
30-day full-feature trial.
Up to 5 users · 50 AI scans included · 1 GB storage · no card required.
Starter
For 1–10 people
€49/ month
or €490 / year
€40.83 / month when paid annually
- Included users10
- AI scans / month200
- Storage10 GB
- Trip requests & expense reports
- AI-powered receipt processing
- Per diems & policy controls
- Blocking policies included
- Email notifications & dashboard analytics
- Email support, 48 h response
Most popular
Team
For 11–30 people
€149/ month
or €1,490 / year
€124.17 / month when paid annually
- Included users30
- AI scans / month750
- Storage50 GB
- Everything in Starter
- Multi-supervisor approval chains
- Higher AI quota for growing teams
- Audit log read view
- Email support, 24 h response
Business
For 31–50 people
€299/ month
or €2,990 / year
€249.17 / month when paid annually
- Included users50
- AI scans / month1,500
- Storage150 GB
- Everything in Team
- Advanced audit search
- Custom branding (logo & accent)
- Priority email support, 8 h response
- Onboarding video session
Enterprise
For 50+ people
Custom
Annual plan, tailored to your team
- Included users50+
- AI scansCustom volume
- StorageCustom
- Everything in Business
- SSO / SCIM
- Dedicated or private hosting options
- Custom data residency
- Custom integrations & high-volume AI
- Named contact & SLA
- Custom onboarding & migration
Every paid plan includes
- Trip requests
- Expense reports
- Receipt uploads
- AI receipt processing (quota varies)
- Per diems
- Policy warnings
- Blocking policies
- Multi-supervisor approval chains
- In-app dashboard analytics
- Email notifications
- CSV / PDF exports
- Workspace user management
Inactive users don't count toward your plan limit. Need a plan between two tiers? Talk to us — info@expentrips.com.
Trust & control
Built with sensible defaults so the right people see the right things.
A pragmatic security posture for an internal travel and expense tool.
Separate company workspaces
Every customer's workspace is isolated by design. Your data stays in your workspace; cross-workspace leaks aren't possible by accident.
Role-based access
Employee, Manager, Finance, and Admin each see the surface they need and nothing more. Policy enforcement runs server-side at submit and approval time.
Configuration stays on the server
Integration keys, email settings, and platform configuration are never sent to the browser. They live on the server side, where they belong.
Encrypted secrets at rest
Payment-provider credentials, SMTP passwords, and other sensitive configuration are encrypted at the application layer so a database snapshot alone never leaks them.
Password & session protection
Passwords are stored as one-way hashes; sign-in sessions use secure cookies with short-lived tokens, so a leaked database row cannot be replayed as a login.
Clear audit trail
Approvals, role changes, policy edits, and exports are appended to a durable audit log. Company admins can review the history of every important action.
Protected file access
Receipts and attachments stream through the API after authorization checks. Files are scoped per workspace; direct file paths are never exposed.
Policy enforcement
Receipt-required, category caps, blocking and warning rules — all evaluated server-side at submit time. Approvers always see the same flags the employee saw.
AI & integrations
Practical AI where it helps. Integrations where they matter.
Optional integrations turn on relevant features. The product works gracefully whether they're configured or not.
AI-powered receipt reading
Receipts are read automatically; merchant, amount, date, currency, and category are suggested for the employee. Powered by configurable document-intelligence services so the tooling can evolve without forcing a migration.
Address & merchant suggestions
City and merchant autocomplete speeds up trip and receipt entry. Falls back gracefully to a built-in seed list if a location provider is not configured.
Multi-currency & FX rates
Capture expenses in any currency; per-tenant exchange-rate policies convert reports for review and reimbursement, with the source rate kept on every line.
CSV & PDF exports
Every list — expenses, requests, reports, audit log — exports cleanly to CSV or PDF, so feeding accounting or payroll systems is a paste, not an integration project.
FAQ
Common questions
What is Expentrips?
Expentrips is a business travel and expense management tool. Employees request trips, capture receipts, and submit expense reports; managers and finance approve and reimburse; company admins configure policies, per diems, categories, and users.
Who is Expentrips for?
Small and mid-sized companies that send people on business travel — typically anywhere from 1 to a few hundred people. If you're outgrowing spreadsheets for expenses, Expentrips fits.
Can we try Expentrips before paying?
Yes — a 30-day full-feature trial with up to 5 users, 50 AI receipt scans, and 1 GB storage. No card required. Start a trial and we'll have your workspace ready in seconds.
What counts as a user on my plan?
An active user is anyone enabled in your company workspace — employees, managers, finance, or admins. Inactive users don't count. You can rotate seats freely: deactivate one user and activate another to stay within your plan.
Can inactive users be kept without paying?
Yes. Inactive users keep their history (so audit and reports stay complete) but don't count against your active-user limit. You only pay for people who are currently using the workspace.
Does Expentrips support receipt processing?
Yes — images and PDFs. Each plan includes a monthly AI receipt-processing quota (Starter 200, Team 750, Business 1,500). The system reads merchant, amount, date, currency, and suggests a category. The employee always reviews and saves.
Are blocking policies and multi-supervisor chains included?
Both are included on every paid plan, including Starter. Set warning or blocking policies for receipts, categories, or caps; configure multi-supervisor approval chains for larger teams. No upgrade required.
Can we use per diems?
Yes. Admins configure per-diem rules; the system calculates allowances from travel dates and destination. Employees can adjust with a reason; approvers compare calculated vs. submitted side by side. Available on every paid plan.
How does annual pricing work?
Annual plans cost ten times the monthly price — so you get the equivalent of about two months free when you pay annually. You can start on monthly and switch to annual whenever it makes sense.
What happens if we need more than 50 users?
You're an Enterprise customer. We'll build a custom annual plan around your actual user count and any additional needs — SSO, dedicated hosting, custom data residency, integrations, named support, or onboarding help. Email info@expentrips.com.
Where do users log in?
At app.expentrips.com. The same login works across every workspace a user belongs to; after sign-in they pick the workspace to open.
Powered by Aitonix
Built by a software team that ships practical business systems.
Expentrips is powered by Aitonix, a Skopje-based software solutions company focused on building functional business systems for mid-to-large organizations. Aitonix designs and delivers custom software, implements it in live business environments without disrupting operations, trains the teams that use it, and supports it over the long run.
Expentrips is the same approach applied to travel, expense, approval, and reimbursement workflows — practical software that removes manual work and gives finance and management real control over spending.
- Custom business software Tailored to specific operating realities, not off-the-shelf compromises.
- Digital transformation Replace manual processes with systems your team actually uses.
- System implementation Rolled out into the live business without disrupting daily work.
- Long-term support Training, iteration, and technical support after go-live.
Ready to simplify travel and expense management?
See pricing, or talk to us about a trial tailored to your team.