Service
Outsourced expense claim management
For companies that want to delegate this area only. We take on the full cycle: collection, compliance checks, data entry, archiving and reporting.
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Manual processing costs more than it appears to.
A badly handled expense claim does more than waste time. It ties up your employee's own money, delays their reimbursement and quietly damages their relationship with the company. And if the receipt is non-compliant or the allowance miscalculated, it exposes you to reassessment during a CCSS or ACD inspection.
Two Luxembourg rules come up again and again in poorly framed files:
- Mileage reimbursed above €0.30/km is reclassified as a benefit in kind — taxable and subject to social contributions.
- Flat-rate allowances paid to an employee may not exceed what a Luxembourg civil servant would receive in the same situation.
Those two rules alone are enough to turn a long-standing internal practice into a reassessment.
The full cycle, not just data entry.
- Receipt collection
- Through the G-Expense app, at the moment of spending.
- Compliance checks
- Mileage rates, applicable ceilings, document consistency, recoverable VAT.
- Entry and allocation
- Following your chart of accounts and internal rules.
- Handling non-compliant items
- We identify missing or irregular documents and chase the employee concerned directly.
- Spending incurred abroad
- Currency conversion, recoverable foreign VAT, and per diem capped by destination country.
- Cross-border day counting
- Assignment days abroad are counted against both tax and social security thresholds.
- Legal archiving
- Digital retention of supporting documents, returnable at any time.
- Monthly reporting
- Spending by employee and category, with variances against your internal policy.
Travel outside Luxembourg
Money spent outside Luxembourg is not handled like the rest.
The moment an employee crosses the border, several rules change at once. That is where files go wrong — and where money quietly disappears without anyone noticing.
- Receipts in foreign currency
- The amount has to be converted at the rate applicable on the date of spending and booked to the right period. An approximate conversion distorts the deduction.
- VAT paid in another member state
- It cannot be recovered through your Luxembourg return: it follows a separate refund procedure, to be filed by 30 September of the following year. After that date the VAT is lost for good.
- Per diem capped by country
- Flat-rate allowances paid for a trip abroad remain bounded by the rate a Luxembourg civil servant would receive for that country.
- Days counted for your cross-border staff
- Every day spent abroad also feeds the 34-day counter. We tie the day count to the expense, rather than the other way round.
We work with companies established in Luxembourg. Where their people travel, however, has no geographic limit.
Priced on your actual volume.
You pay only for the people who actually submit expense claims in a given month — not your total headcount. A forty-person firm where eight people travel pays for eight.
- Sole trader
- From €89/month
- SME
- From €245/month
One month of your expense claims. A costed report. Free.
Before any commercial proposal, we analyse one month of your existing claims and hand you the numbers: errors, variances, compliance gaps, savings available.
Reply within 24 business hours