Expense management encompasses all activities related to managing and analyzing a company's income and expenses. Every cent is documented to use financial resources as efficiently and profitably as possible. Expense management ensures that partners like suppliers are paid on time.

Payments with business cards, expense claims, and software subscriptions also fall under expense management. Generally, payroll and the cost of goods sold are not included. By the way: Qonto offers companies numerous tools and features for efficient financial management, allowing them to always have visibility over their cash flow and save valuable time managing expenses.

Cost management, also known as expense management, is essential for tracking the costs of various business departments within a company to ensure that all expenses are paid on time. A well-functioning expense management system can also help organizations save costs and use these savings to grow the business and improve profitability.

Expense management is important for organizations of all sizes because it provides a level of transparency and an overview of expenses. Expense management can be simplified thanks to the practical tools from Qonto, which allow managers, teams, and even individual employees to save time and enhance their business success.

Your expense management can be easily digitized using Qonto's tools and features, saving you time, money, and stress. Manage and control your expense processes efficiently and transparently, and automate repetitive tasks.

Track all your transactions in real-time with an unlimited history. Whether it's virtual business cards with customizable payment limits for you and your team or managing your supplier invoices in one place, Qonto offers numerous features for maximum transparency of your expenses.

Whether it's payments to suppliers or travel expenses for entrepreneurs and employees: The business account from Qonto offers numerous features to optimize your expenses. For instance, you can manage your supplier invoices in one place.

All your receipts and invoices that have already been paid are automatically linked to your Qonto transactions. You can view the due dates of outstanding invoices and pay your suppliers at the best time with just a few clicks.

Sub-accounts are another way to optimize your expense management: Qonto offers the ability to create multiple accounts with their own Dutch IBANs to separate expenses and activities and create separate team budgets (e.g., for logistics, marketing, etc.). Each sub-account is equipped with its own payment methods – such as cards for employees or bank transfers.

You can also use the budget software integrated into the account to plan and allocate budgets. Track developments and expenses clearly and in real-time, receive early notifications of (nearly) exceeded budgets, and respond proactively.

With employee payment cards with individual spending limits, you can simplify accounting and expense management. Is there a trade show or business trip coming up? Create an instant payment card with a time limit in just a few clicks: your employees gain more autonomy while management retains control.

In your Qonto business account, you can assign individual roles and access rights to each team member. There are different types of user profiles:

Account holders have access to all areas and features and can manage and deactivate members.

Administrators have the same rights as account holders, with the limitation that they cannot cancel the account.

Manager access, included in the Business and Enterprise plans, is intended for team leaders and has access rights that can be customized by the administrator. Manager roles, for example, have the ability to enter and authorize transfers and manage expenses and cards.

The employee role, available in Essential, Business, and Enterprise, has only limited access to company information.

You can also give your accounting department read-only access to certain information to give them more autonomy in handling their accounting. This feature is available in the Smart, Premium, or Essential, Business, and Enterprise plans. The individual roles can be used to manage your teams' accounting. Depending on the role, you give your managers the autonomy to manage the expenses for their area independently. With the manager role, you give your employees the autonomy to create their own cards for their team and set their own limits. As an administrator, you can, of course, view all transactions and block certain features if necessary. Discover more tips on our Qonto blog.

The airtight certification ensures that your digital receipts have the same value as the original paper version when you store them with Qonto.

In the event of a tax audit, you can present certified digital receipts and invoices to the tax authorities.

How does this work?

Just made a purchase? Grab your smartphone and add a photo of your proof of payment to the new transaction.

Once you've taken the photo, your proof of payment is certified: With the help of our partner experts, we automatically create an electronic signature and a digital seal. The exact date and time of the certification are also recorded.

Once the receipt is certified, we store it in accordance with the European eIDAS regulation. The document is then securely archived and can be retrieved indefinitely. In the event of an audit, you can always find it by exporting your transactions.

Read more about the most popular payment methods here.