Odoo Expenses

The receipt dies in the photo: the rest is automatic.

Company spend is small one item at a time and enormous at month end: envelopes full of receipts, mileage sheets, a reimbursement nobody knows whether it was paid, and a project cost that arrives late and wrong. Odoo Expenses turns that into a three-step circuit — the employee submits, their manager approves, accounting posts and reimburses — with every expense charged to its project from the first moment. We take away the last manual job left: typing in the receipt.

Photo and move on

The employee photographs the receipt from the phone or forwards the invoice to the expenses mailbox. With our document reading, the amount, taxes, date and category come back proposed; they just confirm and get on with the day.

Policies that apply themselves

Categories with their maximum amount, their account and their taxes. Whatever goes over the limit is flagged on the spot, not in an awkward conversation three weeks later, when the money is already spent.

Approval from whoever it belongs to

Every expense goes to the employee's manager, who approves it or sends it back with a written reason. It is all recorded on the document itself: who approved it, when and with what comment.

Reimbursement whichever way suits you

With the month's payroll or as a direct payment to the employee, and expenses paid on a company card marked as such so they are not reimbursed twice. Each option with its correct entry.

The cost lands on its project

An analytic account for the project, site or cost center on the expense itself, so the margin updates the same day. And if the expense is rebillable to the customer, it goes onto the sales order with the rest.

Mileage and per diems without a spreadsheet

Categories by unit — kilometers, per diem days — with their unit price, so the employee only enters the quantity. No more mileage spreadsheet that everyone fills in their own way.

Questions we get asked

Can the employee submit everything from the phone?
Yes. From the phone's browser or by forwarding the invoice to the expense category's mailbox. That is where the battle is won or lost: if logging an expense takes more than a minute, people pile them up and the envelope of receipts comes back.
Who approves, and what happens if something doesn't add up?
The employee's manager, from their list of pending expenses. They can approve, send it back with a reason or ask for the receipt. It all stays in the document's history, so there is never any doubt about who authorized what.
Is the reimbursement paid through payroll?
It can be: the expense is flagged to be reimbursed in payroll and shows up in that month's run, or it is paid directly from treasury. Expenses settled with a company card are recorded as paid by the company and generate no reimbursement.
Do expenses show up in the project cost?
Yes, if they carry their analytic account, which is why it is worth making it mandatory by category. With it, the expense enters the project margin the day it is approved and, when it is rebillable, carries over to the customer order.

Other modules

See all →
CRMA CRM that thinks before your rep does.SalesSelling more isn't more clicks: it's less friction.PurchasingBuying well is an algorithm and a judgment call.AccountingAccounting isn't kept: it keeps itself.InvoicingInvoicing is easy. Getting paid is a system.InventoryOne stock, your whole company watching it.

Controlling expenses is not chasing receipts: it is having the system chase them for you.

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