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From the request to travel to a closed expense report – in one file, without paper receipts.

The employee submits a four-step request, the manager and the director approve it in the approval centre, and the system itself prepares the order, calculates per diems by country and date, marks the days in the schedule, creates payments for accounting and accepts expenses with receipts after the trip.

Book a demoThe trip workflow
System view · demo data

Key functions and business benefits

Per diems, orders and expenses – by the rules, not from memory.

  1. 01A four-step requestDates and purpose category, route lines with countries and travellers, transport, advance and compensations. One request can cover several countries and several employees; the manager can submit for the team.
  2. 02Per diems calculated automaticallyThe official rate by country and date, departure and return days, a day shorter than 4 hours at 20 %, the organiser-paid share, company reductions only within the permitted limits and with the basis stated in the order.
  3. 03Approval with safeguardsThe manager, then the director; consent to travel of a pregnant or breastfeeding employee, a mandatory director's reason for a trip that has already started; return for correction with a comment, a substitute approver.
  4. 04Order and schedule, hands-freeOn the director's approval – a PDF order, DMS registration, a “K” mark in the work schedule and transfer to payroll; extension, date changes and cancellation also by order.
  5. 05Advances and payments for accountingThe advance and per diems for every traveller appear in “Finance → Payments” with a “Pay by” deadline (the last working day before the trip), the employee's bank account and a tax-threshold warning.
  6. 06Expenses, receipts and the expense reportA receipt photo or PDF, fields filled in by AI, the ECB rate for foreign currency; the report is approved by the manager and closed by accounting, the PDF with receipts is registered in the DMS, HR gets a task for rest compensation for travel outside working hours.

The flow

Nine steps – each with an owner and a result.

  1. 01RequestThe employee or the manager for the team · 4 steps · overlap and training checks
  2. 02ApprovalManager → director · consent to travel when required · order and DMS at once
  3. 03Trip and payments“K” in the schedule · advance and per diems by the last working day before the trip
  4. 04Expense reportExpenses with receipts → manager → accounting closes · PDF to the DMS · balance to the employee
System view · demo data
System view · demo data

The point

A business trip touches four departments – the employee, the manager, accounting and HR – and several legal acts that must be remembered every time. PDVS writes them into the form: per-diem limits, rest for travel outside working hours, the A1 certificate for posting to the EU. Records are never deleted, closed expense reports never change, and receipt checksums prove the digital copy is unaltered.

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Next step

From features – to your real process.

The best next step is a short demo built around a process and roles you choose. That way we show not theoretical features but the concrete flow between an employee, a manager and the responsible department.

Book a demo All solutions → Remote · with your own process · no commitment