AP & AR
Expense management (Ramp, Brex, Expensify)
Card spend and out-of-pocket expenses from staff across the EU are coded, matched to receipts and reconciled inside your expense platform, with input VAT on eligible purchases separated out so nothing gets missed at reclaim time or at month end.
Aged receivables
Illustrative client · August 2026
EUR
| Customer | Current | 1-30 | 61+ | |
|---|---|---|---|---|
| Customer A | 18,400 | - | - | - |
| Customer B | 9,250 | 4,100 | - | - |
| Customer C | - | 6,780 | 2,200 | - |
| Customer D | 12,600 | - | - | - |
| Customer E | - | - | - | 1,450 |
| Total | 40,250 | 10,880 | 2,200 | 1,450 |
Illustrative. An example of the document, not a client's figures.
Expenses that cross a VAT line
Every receipt from a business trip or a card purchase carries a VAT amount that may or may not be recoverable, depending on what was bought, in which member state and under which country's input-VAT rules. We code each transaction to your chart of accounts and, where the receipt shows it, separate the VAT component so the figure your finance function needs for a reclaim or a return is already isolated rather than buried inside a gross total.
Matching and missing receipts
Card transactions are matched to receipts inside Expensify or the platform you already run, as they post rather than in a batch at month end. A missing-receipt list goes to the employee who made the purchase while the trip is still fresh, not three weeks later when nobody remembers what a charge was for.
Reimbursements and multiple currencies
Out-of-pocket claims from staff paid in euros, or in a non-euro member-state currency, are reviewed against your policy and queued for payment on the schedule you set. Spend by category and by cardholder is available for review each month, broken out so a finance lead in one country can see what a team in another is spending without reconciling currencies by hand.
Where this connects
Expense data feeds directly into your monthly close. If your books need catching up before expense management can run cleanly against a clean baseline, start with bookkeeping through how it works, or see pricing for plan options.
Questions
Frequently asked questions: Expense management (Ramp, Brex, Expensify)
Do you separate recoverable VAT on our expense receipts?
Where a receipt shows the VAT amount, we code it separately from the net cost so the figure is ready for whoever handles your VAT recovery or return.
Can staff in different EU countries submit expenses in their own currency?
Yes. Expenses are coded and reconciled in the currency they were incurred in, then rolled up into your reporting currency for month-end review.
How quickly do you flag a missing receipt?
As transactions post, not at month end, so the employee still remembers the purchase when we ask.
Do you set spending limits or card controls, or just process what comes through?
Card controls and limits are set by your own admin; we process, categorise and reconcile what comes through against receipts and policy, flagging anything that looks out of pattern before it becomes a bigger question at month end.
Can you handle mileage or per-diem claims alongside card expenses?
Yes, mileage and per-diem claims are entered and reconciled the same way as card expenses, coded to the right cost centre once the underlying rate is confirmed by you, so both flow into the same monthly expense picture.
Do you set spending limits or approve purchases?
No. Card limits and purchase approvals are policy decisions you make inside Ramp, Brex or Expensify. We code and reconcile the spend those tools record.
What happens to expenses with no receipt?
They go on a short list we send to the employee involved. Anything still unresolved at close is coded to the most reasonable account and flagged as an open item.
What software works with expense management (Ramp, Brex, Expensify)?
Expense management (Ramp, Brex, Expensify) runs inside Ramp or Brex, whichever you already use. If you are not yet set up in either, we can configure a file in your name so you keep ownership of it once the engagement is under way.
How do we get started with expense management (Ramp, Brex, Expensify)?
Getting started with expense management (Ramp, Brex, Expensify) begins with a short review of your current records and software access. Once that is done we confirm scope and timing in writing, and ongoing work begins on the schedule agreed with you.
Next step
Talk to the team that would run your books
A short call covers your setup, your software and what a first month would look like. You get a written scope and price after it.