Expense management software that automates and simplifies your expense admin
Free your organisation from expense form admin!
Thanks to our expense form module with its intuitive interface, you can centralise and manage your employees’ expenses.
Digitise your expense forms: speed, compliance, control
Say goodbye to piles of receipts and endless sign-offs! With Kelio’s expense management software, you can manage your receipts very simply:
- Instant entry on mobile or computer by taking a photo; no more paperwork
- Smooth, automated validation, saving you time
- Tax and accounting compliance guaranteed; no more stress
- Accurate expense monitoring with real-time reporting
By digitising your expense processes, you reduce manual entry and eliminate errors that commonly occur with traditional paper-based systems.
How does Kelio work? Fully optimised expense management
Kelio revolutionises expense management by automating each stage of the process. Tax compliance, advanced management, automation: everything has been designed to simplify your daily life and optimise your financial management.
Step 1: Super-simple expense entry
Scan and save! No more receipts piling up in your wallet. With the Kelio expense management software, just take a photo of your receipt (you’ll need internet access). Thanks to our AI, based on optical character recognition (OCR), the information is automatically extracted: the amount, date, type of expense by supplier, tax amount, etc.; everything is pre-filled in a few seconds. You can also enter your expenses directly from your PC, with seamless and intuitive integration.
Step 2 : Validation by managers in a single click
Take advantage of a fast and frictionless validation process: no need to chase up approval! The Kelio expense management software automatically sends alerts to managers, who can validate or refuse an expense claim in one click, wherever they are. The workflow is entirely automated to limit back-and-forth exchanges and ensure the smooth processing of expenses. The results: more transparency, fewer delays and better budgetary management.
Step 3 : Account integration and quick reimbursement
Our Kelio expense management software integrates directly with your accounting and payroll software to facilitate data export and the automation of accounting entries. No more manual entry, fewer errors and faster processing of reimbursements for employees! In a few clicks, all the expenses are saved, accounted for and reimbursed as quickly as possible.
Simply enter your expense forms in your HRIS
Thanks to a very simple interface, your employees will be able to quickly enter their expense forms. They can also attach supporting documents, by scanning them or taking a photo.
The Kelio expense management software adapts to your reimbursement policy to enable you to better control your employees’ expenses:
- Management of fixed-rate / actual / capped-actual costs, etc.,
- Mileage allowances (automatic calculation of distance travelled via Google Maps®),
- Management of mileage rates (fuel vehicle, electric vehicle, motorbike, bicycle, etc.),
- Multi-currency monitoring,
- Distribution by analytical axis.
You can adapt the reimbursement scales according to each person’s profile (sales representatives, technicians, management, etc.).
This offers a fairer approach that is tailored to each employee’s role.
Similarly, the validation processes may differ depending on the reasons for the expense. This option makes it possible to optimise the process by paying special attention to the most sensitive or strategic expenses. For example, costs incurred during a vocational training course may not be validated by the usual validator but directly by the training manager.
Manage your expense forms from your smartphone
On your mobile, you will find the same data to complete as on your computer. However, the layout has been adapted and designed for optimal use on a touchscreen.
Take a photo of the supporting documents and attach them directly to your expense form: the manager will be alerted immediately that a new expense claim has arrived. They can view the supporting document and validate it as quickly as possible. This feature of our travel and expense management software considerably simplifies the process for employees and managers. It also speeds up the processing of expense forms, thus guaranteeing faster reimbursement and more efficient management of business expenses.
Your employees can enter their expense forms as and when they incur expenses during their business trips. Managing expense forms from a smartphone offers unrivalled flexibility and convenience, while reducing the risk of forgetting or losing receipts.
By integrating the management of expense forms into employees’ daily lives via their smartphones, Kelio facilitates compliance, transparency and accountability.
Attach receipts via mobile or web, giving you complete flexibility to manage expenses from any device, anywhere.
Simplify the validation of expense forms
When the expense form is complete and correct, the employee requests reimbursement by sending it through their organisation’s expense form validation channel.
Each manager is alerted by email or by a notification on their HR portal. They can then validate their team’s expense forms from their PC or smartphone, thus simplifying their HR management processes. The validation period is shortened and expenses are reimbursed more quickly!
Kelio expense management software therefore considerably simplifies the expense form validation process by automating notifications and reminders for managers. By centralising and simplifying this process, Kelio helps optimise human resources management and improve the employee experience.
Kelio also automates recurring reimbursements for regular business expenses, streamlining payments for employees. With the ability to attach receipts via mobile or web, the entire validation process becomes seamless and efficient.
Monitor your employees’ expenses using dashboards
Monitor the validation of your expense forms and export this data for statistical purposes using customisable exports in Microsoft Excel®. You can also send these exports to your accountancy or payroll software.
A monitoring table also allows you to check the progress of validations and reimbursements at a glance: with expense management software, you get an instant. This allows you to quickly identify delays or potential problems.
Integrate your expense data with your HR and payroll ecosystem
Modern businesses require seamless connectivity between their expense management systems and broader HR infrastructure. Kelio’s workforce management software for small businesses and enterprise organisations integrates effortlessly with your existing HR and payroll ecosystem, creating a unified approach to expense management.
Gone are the days of manually transferring expense data between multiple systems. When your expense claim management software connects directly with HR modules and accounting platforms, you eliminate the risk of data entry errors. And you speed up your entire financial workflow. This integration ensures that approved expenses flow automatically into payroll calculations, reducing administrative overhead and improving accuracy.
For finance teams, this connectivity means real-time visibility across all employee-related costs. Whether processing travel expenses, client entertainment costs, or everyday business purchases, it ensures consistency across all systems. The result is faster month-end closing, improved compliance reporting, and enhanced budget tracking capabilities.
Corporate expense management software that integrates with your existing systems also empowers employees with greater transparency. They can track their expense claims from submission to reimbursement within a single interface. And HR teams benefit from consolidated reporting that spans attendance, payroll, and expense data.
- Sync with Kelio HR modules and external accounting tools
- Avoid data duplication and ensure accurate payroll inputs
- Send exports directly to your financial platforms
An expense form software that ticks all your boxes
With the Kelio HR software, there’ll be no more paperwork and tedious processing! This corporate expense management software automates every stage: online expense entry, quick validation, smooth accounting integration and real-time monitoring of reimbursements.
For HR and administrative managers: effective and automated control
Managing expense claims should no longer be an administrative burden! Kelio’s comprehensive solution simplifies the work of HR and accounting teams by guaranteeing accurate monitoring and smooth integration.
- Monitor business expenses in real time: access a dynamic dashboard to manage employee expenses with complete transparency. No need to wait until the end of the month to take stock.
- Automation of the validation workflow: the processes are fully configurable. Expense forms follow a smooth approval process, with automatic alerts to avoid oversights.
- Effortless accounting integration: export data directly to your accounting software. No more manual entry, fewer errors and faster processing of reimbursements for employees.
- Advanced reporting: track expenses by analytical axis, type, employee, expense claim status, etc., thanks to exports to Microsoft Excel® to monitor business expense trends and optimise the organisation’s reimbursement policy.
For managers: a fast, smooth workflow
Managers play a key role in validating expense forms. But with their many responsibilities, they don’t have time to waste on complicated and time-consuming processes. The Kelio expense management software simplifies management for fast and efficient processing.
- Optimised validation workflow: expense forms are submitted with a single click, and managers receive automatic alerts to approve them quickly, even when on the move.
- Synchronisation with professional bank cards: centralise employee expenses by importing data
For mobile workers: simplicity and speed in everyday life
Submitting an expense form shouldn’t be a chore. For employees, the self-employed and anyone who is often on the move, Kelio simplifies every step thanks to its mobile access.
- Super-quick entry on mobile and PC: take a photo of the supporting document, the AI (OCR technology) extracts the data automatically and fills in the expense form in a few seconds.
- Instant validation and real-time monitoring of reimbursements: no more surprises or interminable waits. Each employee can follow the progress of their payment in real time, from entry to reimbursement.
- Management of mileage expenses and multi-currencies: ideal for business travel, the tool automatically calculates travel expenses and manages currency conversions without errors.
- Secure archiving of business documents: no need to keep paper invoices. All the data is stored online and accessible at any time, thanks to digital authorisation. The PDFs are sealed with all the necessary certifications so that they can be kept for 10 years to conform with any obligations and checks.
Choose expense management software that optimises your organisation’s accounting!
Why choose Kelio as your expense management software?
Managing expense forms can quickly become a tedious and time-consuming process for organisations. However, with Kelio’s expense management software, this task can be simplified and optimised thanks to its many advanced features.
- Workflow for expense forms validation: Kelio offers a customisable workflow for the validation of expense forms, allowing validation stages to be defined according to the organisation’s hierarchy. This guarantees a transparent and efficient process, while ensuring compliance with internal expense policies.
- Saving of expense forms in the accounts: once validated, the expense form is automatically saved in the accounting system. This simplifies administration and guarantees the accuracy of the financial data.
- User profiles management: Kelio offers advanced user-profile management, in order to customise access authorisations to the software and facilitate the entry of expense forms for employees. Each user can access different types of authorised expenses, according to their profile, and submit expenses easily.
- Analytic breakdown: Kelio also allows for the analytical breakdown of expense forms, making it possible to monitor and analyse expenses by client, project, file, etc. This feature provides increased visibility of resource allocation and facilitates strategic decision-making.
- Sealing and archiving supporting documents: Kelio guarantees infallible traceability for your organisation’s expense forms thanks to digital authorisation. The PDFs are sealed with all the necessary certifications and approved by the tax authorities: summary of the expense forms and expenses, supporting documents attached, server stamp, transaction history.
Expense management software: an essential for your organisation
The implementation of expense management software covers several important areas for organisations, including:
- Optimising the process: expense management software automates and streamlines the expense management process, reducing the time and effort needed to enter, approve and reimburse expenses.
- Reducing errors: by eliminating manual processes and providing automatic verification tools, expense management software helps minimise the risk of errors and fraud, thus guaranteeing the integrity of the organisation’s financial data.
- Regulatory compliance: expense management software is often designed to comply with current tax and accounting regulations. This ensures that the organisation remains in compliance with business expense laws and standards.
- Visibility and control: by centralising all data related to business expenses, expense management software offers better visibility and better control over costs. Managers can monitor and analyse spending trends, as well as make informed decisions.
- Mobility and flexibility: cloud-based expense management solutions allow employees to submit their expenses from anywhere at any time, facilitating the management of business travel and improving the user experience.
Case study: Delisle Transport & Logistics
Logistics
Successful digitisation of the HR function
Delisle chose the Kelio expense management solution to improve the way it handled expense claims. The software is now used by all travelling employees, and even the most reluctant adopted it in under 15 days. Today, 100% of users are satisfied with this solution.