Kelio Expense Notes is an HRIS module dedicated to managing business expenses and expense reports. It is aimed at HR, finance and general services managers in SMEs, ETIs and large companies in all sectors. The software digitizes the management of expense reports, mileage allowances and other expenses, while ensuring regulatory compliance and accounting integration.

Key benefits include

1. simplified mobile data entry,
2. automated validation
3. and seamless integration with existing management tools.

What are the main features of Kelio Expense Claim?

Automated capture of expense receipts

The module enables employees to easily capture their receipts from a smartphone or computer. Optical character recognition (OCR) technology automatically reads essential information (amount, VAT, date, supplier) and pre-fills form fields.

• Reduce data entry time and manual errors

• Input via cell phone or web interface

• Recognition of common receipt formats

Example: a sales rep can photograph his hotel receipt as soon as he's finished travelling. The system extracts the data and sends it for validation without re-entering.

Smooth, traceable validation of expense claims

The software integrates a customizable validation workflow, enabling managers to process expense claims rapidly.

• Automatic notifications sent to validators

• Real-time monitoring of the status of each invoice

• Remote validation via cell phone

This reduces processing times and avoids time-consuming reminders, particularly in multi-site companies.

Mileage allowance management

Kelio automatically calculates allowances based on declared distances and current scales. The tool can be parameterized to adapt to your company's internal policy.

• Integration with Google Maps for route calculation

• Customizable rates according to vehicle type

• Management of business and personal travel

For example, a technician can declare a car journey between two customer sites, with reimbursement per kilometer according to the type of vehicle used.

Accounting integration and data export

Data entered can be exported to payroll and accounting software. This eliminates the need to re-enter data, and ensures the conformity of entries.

• Connection with third-party accounting tools (e.g. Sage, Cegid, etc.)

• Automatic structuring of entries

• Archiving with probative value for 10 years

This function is essential for accounting departments who have to process a large volume of expenses each month, while complying with regulations.

Reporting and expense management

Kelio provides dashboards and analytical exports for tracking expenses by department, user or type.

• Consolidated budget tracking

• Analysis of recurring expense items

• Excel export or BI tools available

An HR manager can control budgetary drift on travel expenses by team or project.

Why choose Kelio Expense Notes?

• Reduce processing time: thanks to automated data entry and validation, expenses are processed faster.

• URSSAF and tax compliance: legal archiving of receipts guarantees compliance with procedures in the event of an audit.

• Productivity gains for HR and finance teams: fewer manual tasks, more reliable calculations and exports.

• Simple, mobile user experience: easier adoption thanks to an interface designed for employees on the move.

• Full integration into the Kelio HRIS ecosystem: the module fits naturally into a wider HR environment (time, leave, payroll).