📌 Key Points at a Glance
Submission: Simply submit your expense report digitally—via the web app or the finway app (learn more here).
Automated Process: Once approved, the refund will be processed directly to the bank account you’ve on file.
Transparency: You can view the current status of your refund in your finway profile under “To-Dos” and “In Progress.”
Depending on the version you have booked, you may only see the “Standard” option as a refund. This is not an error.
Please note that if your role is “Admin,” you have the option to work on orders. It is essential to verify the person for whom the request is being made before payment.
If your role is “Employee,” you are automatically preselected as the person for whom the request is being made.
🚀 3 Steps to a Reimbursement
Step 1: Submit an expense report
Log in to finway (via the web app or mobile app).
Click the “+” icon and then select “Reimbursements.”
Enter the details of the expense:
Standard
Travel expenses
Entertainment expenses
Additional meal expenses
Upload the appropriate receipt (e.g., a photo of the receipt or a PDF document).
Step 2: Approval Process
After submission, your request is automatically forwarded to the appropriate person (e.g., your manager).
Step 3: Receive Payment
As soon as your expense has been approved and processed by Accounting, the amount will be transferred to your personal bank account on file in finway.
Step-by-step instructions for each type of refund
Standard
Standard
📄 1. Add a receipt
Upload your receipt using one of the following methods:
From the document inbox: Select a document that has already been uploaded to finway.
Upload from your computer: Select a file directly from your local folder.
Via the finway app: You can also conveniently upload a photo of the receipt on the go using the finway app (find more information here).
⚠️ Note: If the original receipt is missing, use the “Receipt Not Available” button to create a self-generated receipt only in exceptional cases, as this may result in tax disadvantages (loss of input tax credit); read more here.
🤖 2. OCR Recognition & Verify Details
The integrated AI receipt recognition (OCR) automatically extracts the data from your receipt and pre-fills the corresponding fields.
However, please take a moment to review the following details before submitting:
Description: Is the business purpose or reason for the expense clearly described?
Supplier: Is the correct employee selected?
Amount: Do the net and gross amounts match those on the receipt?
Cost Center (*): Specifying a cost center is required. If you do not know the exact cost center, please select the option that seems most likely—this information will be reviewed by the appropriate authority during the subsequent approval process and corrected if necessary.
🔍 3. Check the verification statement
Before clicking “Submit,” check the verification statement in the blue info box at the very bottom of the form:
Example: “[Person’s name] will receive the refund for this application.”
Make sure that the person listed here is the one who actually paid the money out of pocket and who should receive the refund in their bank account.
Travel Expenses (Professional)
Travel Expenses (Professional)
An interactive map will appear on the left. Enter the details of your trip on the right:
Date of trip (*): Select the date on which the trip took place.
Starting address (*) & Destination address (*): Enter the exact addresses of the starting point and destination. The route will be automatically calculated on the map.
Vehicle (kilometer allowance): Select the mode of transportation you used (e.g., car).
Distance: This is automatically calculated based on the addresses you entered, or it can be adjusted manually—for example, in case of traffic congestion. If you enter a distance exceeding the tolerance, you must provide a reason for the detour.
Total Reimbursable Amount: finway automatically calculates the reimbursement amount based on the statutory mileage allowance on file.
Finally, click “Submit Application” in the lower right corner.
Hospitality (Professional)
Hospitality (Professional)
Have you invited clients, business partners, or your team to a meal and paid for it out of your own pocket? In finway, simply upload your meal receipt—thanks to automatic AI-powered OCR, all relevant fields are filled in automatically for you right away.
Upload your entertainment receipt (dining receipt) on the left-hand side—from your document inbox, from your computer, or conveniently via the finway app.
⚠️ Note: If the original receipt is missing, use the “Receipt Not Available” button to create a self-generated receipt only in exceptional cases, as this may result in tax disadvantages (loss of input tax credit); read more here.
Before submitting, please take a quick moment to review the automatically captured information:
Entertainment details: Were the venue, date, attendees, and occasion entered correctly? You can simply type in and add external attendees.
Amounts & Breakdown: Have food/beverages (including tax rate) and the tip (0% VAT) been broken down?
Cost Center (*): Select the appropriate cost center. If you do not know the exact one, select the option that seems most likely—it will be verified during the approval process.
Billable: Check the box if the costs are to be billed to a customer.
Finally, click “Submit Request” in the lower right corner.
Meal Allowance (Professional)
Meal Allowance (Professional)
🧭 Enter the basic details of your business trip:
Destination / Country (*): Select the country or city of your business trip (finway automatically calculates the applicable statutory flat rates for domestic and international travel).
Travel Period / Service Period (*): Select the start and end dates and times of your business trip.
Reason / Description of the Trip (*): Specify the business reason for the trip.
🥐 Were meals provided to you during the trip (e.g., breakfast at the hotel, lunch or dinner provided by clients/tour operators)?
Check the appropriate boxes for breakfast, lunch, or dinner on the respective days of the trip.
Automatic deduction: finway automatically deducts the legally required percentages (e.g., 20% for breakfast, 40% each for lunch and dinner) from the daily flat rate.
The form automatically selects the accommodation. If you paid for the costs yourself, create a standard reimbursement using the hotel bill.
🔎 Reviewing the Information
Total Reimbursable Amount: The final payment amount is automatically calculated based on the duration of your trip, your destination, and any meal deductions.
Supplier (*): You must select the person who took the business trip and who is to receive reimbursement for the additional meal expenses.
Cost Center (*): Select the appropriate cost center. If you do not know the exact cost center, select the option that seems most likely—it will be verified during the subsequent approval process.
Finally, click “Submit Request” in the lower right corner.
ℹ️ Important notes in all cases:
Supplier: This must be the person who receives the refund. Please select the correct person.
Verification line: Check the line at the bottom of the form to see who will receive the refund. If the correct person is not listed there, please change the “Supplier” and “Applicant” fields. *Admins can work on behalf of others. Employees are automatically selected as the applicant.
Bank account: Please verify the bank account information you have on file in your profile settings; learn more here.
last updated on October 21, 2026