A closer look at Vikzaro Expenses

In the report, each section (General expenses, Accommodation, Transport) has its own list and its own “Add” button. Every receipt is separate, with its own amount, currency, rate, payment method and documents. Photos and files can be added before saving; “Save and add another” keeps you in the same section.

A template can make a field depend on others: for example kilometres and fuel type appear only when the means of transport is Car. When the condition no longer holds (you chose Plane), the field disappears, is no longer required, and its value is cleared when you save, so no meaningless data is left. If you choose Car again, the field comes back empty. The administrator sets the conditions in Administration → Templates, with the Condition button on each field.

Open the report and press “Download” at the top. The PDF has the report's data, the receipts by section, the per diem, the totals, the approval rounds (who approved and when), the payment and accounting, and boxes for signatures. Tick “Attach the supporting documents” to add every receipt and invoice after it, each marked “Annex n” as in the receipt table. The PDF is in your language and anyone who can see the report can download it.

On each receipt choose how it was paid. Personal card and cash (your own money) are what the company reimburses you. They make up the report's main total, “To reimburse”. Company card and cash advance were already paid with the company's money: they are shown apart as “Already paid by the company” and are not reimbursed.

Every receipt has its own rate, so five meals can have five different rates. You can enter it on the receipt (for example the rate on your card statement). For a receipt paid personally (personal card or cash) left without a rate, the rate is set when the report is submitted: it is the last ECB reference rate published before the receipt's day, whatever the time of the receipt: for a receipt of 3 October, the rate of 2 October, or of the last day before on which the ECB published (for example Friday's for a receipt of Monday). You see the receipts with the proposed rates and must accept them, otherwise the report is not submitted; the accepted rate stays on the receipt, also when the report is resubmitted. If the ECB does not publish the currency (for example ARS), the rate is required before the report can be closed. For a company card / cash advance the rate is optional (the card bank's rate): without it the receipt stays in its own currency in the totals shown.

The threshold is compared with the total of all the report's receipts, in the company's currency, whoever paid them: personal card, cash, company card or cash advance. Approval looks at how much was spent, whatever part of it is reimbursed. Receipts in the company's currency count as they are. Those in another currency count with their rate: the one entered on the receipt or, for those paid personally, the ECB rate accepted at submission. Company-paid receipts in another currency without a rate are converted, for this comparison only, at the last ECB rate published before the receipt's day; the amounts shown and the amount to reimburse do not change. A threshold set in another currency (for example 2,500 RON) is converted at the last ECB rate published before the submission day. Example, company in EUR, threshold 500 EUR: 120 EUR cash + 900 RON personal card (rate 0.2010 → 180.90 EUR) + 1,000 RON company card without a rate (→ about 201.00 EUR) = about 501.90 EUR, so the "over 500 EUR" step applies. The compared value and the rates used stay with the approval round (Audit). On resubmission the total is calculated again.

With the company's own amounts and rules (Administration → Per diem). For each stretch of the trip: every full 24 hours is a day; what is left counts as a day when it lasts more than the company's threshold (e.g. 12 hours), or as half a day if the company set a half-day threshold. Each meal provided (breakfast, lunch, dinner) removes the company's percentage of one day's amount. An amount in another currency is converted at the last ECB rate published before the departure day. The per diem is added to “To reimburse” and to the total compared with the approval thresholds. Example, 50 per day, threshold 12 hours, lunch −25%: leaving Monday 08:00, back Tuesday 21:00 (37 hours) = 2 days = 100, minus one lunch provided (12.50) = 87.50. The amounts are fixed when you save: later changes by the company do not alter them.

Per kilometre, at the rate the company set for the car's fuel type (Administration → Personal car), e.g. 0.50 per km for petrol. In the report's “Personal car” section enter the date, the route, the kilometres (one way; tick “Round trip” to double them), the fuel type and, if the company asks, the registration number. Example: Bucharest-Pitești, 125 km, round trip, petrol at 0.50 = 250 km × 0.50 = 125.00. A rate in another currency is converted at the last ECB rate before the trip day. The amount is added to “To reimburse”, to the approval total and to the PDF, and stays as calculated even if the company changes the rate later.

When the report is submitted. The active flows of the report's company are checked in priority order (1 is the highest) and the first one whose condition is met (parameters such as department or location, and the total) is used; flows are never combined. Within that flow only the steps whose condition is met are included. If no flow applies, the submission is blocked, so keep a fallback flow without a condition and with the lowest priority.

Yes, every report needs approval and nothing is ever approved automatically, without a click. If no flow or no step applies, the submission is blocked with an explanation. Company administrators see every report of their company, and reports approved with the owner's own approval are labelled “Approved by owner” and can be filtered in Search reports.

Normally not: the owner is removed from the approvers of every step. The only exception is a step in which the administrator added the special approver “The report's owner” (for example for small amounts). In that step the owner approves with an explicit click, kept in the history, and the report is labelled “Approved by owner”.

If the step has substitutes, they approve in your place. If you were the step's only approver and there is no substitute, the step is skipped (marked “Not required: it is their own report”) and the report goes to the next step. This works wherever the step is: first, in the middle or last (if it is last, the report is approved once the previous steps approve). If every step that applies would be skipped, the submission is blocked: a second step, a second approver or a substitute is needed.

Delegations (on phones: Account → Delegations) → enter the person's email → Find → tick the companies where the delegation applies (only those where both of you have an account) → choose “Replace me” (only they decide while it lasts) or “Add next to me” (both of you can decide) → set the period → Delegate. It covers all your approvals in those companies, as an approver and as a substitute, including those already waiting; the person sees it under Delegations → Received (and by email, when email sending is configured) and finds them under To approve, with “On behalf of”. It never lets them approve their own report, and one person decides only once per step (if they already approve in that step, you keep yours). If you delegate “in your place” to a person and it is that person's own report, your approval goes to the step's substitutes; with no substitute (or if the substitute is that person), your step is skipped, as long as someone else approves the report; otherwise it stays with you. You can cancel it at any time; it stops immediately. Every delegation, cancellation and decision taken on someone's behalf stays in the history, and company administrators see and can cancel their company's delegations.

They follow the change. In every step not yet completed, the people put in get the approval and those taken out lose their pending approval (it shows as replaced); approvals already given stay, and a step whose rule is now met closes by itself. Steps added or removed later do not change a report already in approval. If the change would leave a report approved only by its owner (nobody else in a step, no substitute), the save is refused with the list of those reports: add another approver or a substitute, or have those reports decided first, then save again. The same applies to Administration → Replace a person.

No. Templates belong to the company: only its administrators define them (Administration → Templates), so every report follows the company's rules. When you create a report you choose one of the company's active templates.

For each section (general, accommodation, transport) the template decides which fields appear, in what order and which are required. For example, the period can be required for accommodation but optional for transport, and the route can be hidden. It does the same for the report's parameters. Amount, currency, payment method and expense date always appear and are always required, and whatever the company requires (company-required fields, extra fields and parameters) cannot be hidden or made optional. A field can also depend on others: e.g. kilometres and fuel type appear only when the means of transport is Car (Condition button on the field).

Reports made from the template that are still open (including those reopened after a rejection) get the new configuration right away: the new fields, order, required flags and conditions. Values already entered are not lost; what the form no longer shows is no longer required. Closed, submitted, approved or paid reports keep the form they were filled in with. Every update appears in the report's history, and after saving the administrator sees how many reports were updated.

A company administrator gives the person the auditor right (Administration → Users → Edit → Auditor); administrators have it anyway. In Approval audit: “Matrix at a date” shows the flows exactly as they were at a chosen moment; “Matrix changes” lists every change with who made it; “Reports” lists submitted reports, flagging those where the matrix changed during approval. A report's audit shows the flow version frozen at submission (the one the approval follows), the version in effect at each decision (marked when it differs) and every matrix change made while the report was in approval. The complete history is kept from the day this feature was installed; earlier changes are in the configuration history.

Company administrators and people with the “Mark as paid” right (directly or through a group such as Accounting). In Reports → To pay: tick the approved reports that were paid, choose the payment date (and optionally a reference such as the payment order number) and mark them as paid. One report can also be marked from its page. The owner is notified and sees status Paid. A payment recorded by mistake can be undone with a reason; everything stays in the history.

If you need other information on the reports (for example cost centres or internal orders), you can create fields for it yourself in the interface: Administration → Parameters for a value on the whole report (it can also be used as a condition in approval flows) or Administration → Expense fields for a value on each receipt (text, number, date or list). Beyond that, on request we can integrate with your accounting software or other local systems, as long as they are open to integration too. Integration works in both directions. From the application to your internal systems (ERP, accounting, payroll): report data (expenses, amounts, documents, approvals) can be transferred automatically when a report reaches a certain status, for example Closed or Approved. From your systems to the application: information such as the payment of a report can be received automatically, and the report becomes Paid without anyone marking it by hand. Sign-in can also be integrated through SSO (single sign-on) with the company's identity provider, for example Microsoft Entra ID or Google. The details are agreed with each company. Contact: [email protected].

Yes. Any kind of customisation can be implemented, as well as dedicated virtual machines for your company. Contact: [email protected].

The licence runs for one year. A user takes a slot the first time they are active in the period and keeps it until the period ends, even when deactivated: reactivating them is free, but someone else cannot take their place. Special slots (auditors, accountants, approvers of several companies) have their own price and are counted separately; a member on a special slot cannot create expense reports until an administrator moves them to a standard slot. An expense report uses a slot the first time it is closed; reopening it, correcting it after a rejection and closing it again is not counted again. Each expense report has its own price, on top of the price of the users. Administrators see the usage in Administration → Licence and receive an email at 80% and when a limit is reached. A person deleted because they never appeared on a report frees their slot.

An administrator chooses in Administration → Accounting when reports go to accounting: when approved (the expense and what is owed to the employee), when paid (the payment), or both (then each report is booked twice). The accountants are added by email; a new person takes a special slot. At each chosen moment they get an email and see the report under Accounting → To book, across all the companies they work for. They open it, check the documents and mark it “Booked”; it moves to the Archive with the date, who booked it and the reference. A booking made by mistake can be undone with a reason. While the payment is booked, it cannot be undone in Reports. Reports approved or paid before accounting was turned on are not sent.

As each company chooses in Administration → Company settings → Data retention (by default: for good; at least 12 months). Approved and paid reports are deleted entirely (expenses, documents, approvals, history) that many months after approval or payment; supporting documents are deleted that many months after upload, whatever the report's status, drafts included. Nothing is deleted while a report is in approval or still waiting to be booked by accounting. The deletion runs every night; before saving a shorter period, the application shows how much it would delete. The encrypted backups keep deleted data for up to 12 more months. Check the legal archiving period in the company's country before choosing.

From a report: “Download” at the top gives the PDF (optionally with the documents appended) or a ZIP folder with the PDF, the rows in Excel and CSV, all the data (JSON) and every document under its original name. From Accounting → Export (for the list as filtered): the reports' lines in Excel or CSV (one row per receipt, per diem and car trip, with the attached documents' names, as in the ZIP), a ZIP with a folder per report, and the accounting notes built from the company's accounts (Administration → Accounting): generic Excel / CSV for any program, Nexus ERP (Importex protocol) and Saga (NC_….dbf file for Diverse → Import). Nexus ERP and Saga appear in the menu only if the administrator switched them on (Administration → Accounting → Accounting program exports); any other program imports the Excel / CSV notes. Tick reports in the list to export only those (“Only the ticked ones”); “PDF (one file)” puts the whole list or the ticked reports in a single PDF, with or without their documents, and the “PDF” button on each row downloads that report's PDF with its documents. In Reports, every list (to pay, in approval, approved / paid in a period) has “Export”: Excel (one row per report plus one per receipt, per diem and trip) or one PDF with the reports one after the other (with or without their documents), for the whole list or only the ticked reports; CSV is also available.

Yes, with a single account: an administrator adds the same email address to their company and the person keeps the same password and 2FA. My reports and To approve show the reports of all companies, each with its company name. Only the platform administrator can reset the password or 2FA of a person who belongs to several companies.

On a server in the EU, in a database dedicated to the application, on an encrypted disk. The connection is encrypted (HTTPS). Access requires a password and a two-factor code (or the company's Microsoft sign-in), repeated wrong attempts temporarily block the IP and the account, and each company sees only its own data. Supporting documents can be downloaded only after signing in. There is a daily encrypted backup in a data centre in the EU, checked every month with a test restore, and a complete history of changes.