Reimbursement through payroll
Approved expenses flow straight into payroll - correctly taxed and paid on the next run. No re-entry, no separate payment file, no mismatch.
HR Software - Travel and Expense
Travel and expense management solutions integrated directly into payroll
Capture receipts, approve claims, and reimburse employees - correctly taxed and paid through payroll, in every country you operate. AI-powered data entry and policy checking, and if needed Zalaris can run the whole operation for you.
Satisfied HR & Payroll customers from around the globe
What does travel and expense management include?
Travel and expense management covers the whole cycle: registering a trip or expense, attaching receipts, approvals, policy and compliance checks, and payment back to the employee.
Zalaris travel and expense management solutions handle traditional travel costs - flights, hotels, car rental, taxi - as well as other work expenses employees pay themselves, such as mobile or internet bills and client dinners. Adapted to local language and regulations, they handle taxes and refunds automatically.
The numbers that matter
2M+
Payslips processed monthly
200+
Implementations delivered
85%
Employee self-service adoption
25+
Years of HR expertise
Expense tools stop at the ledger and your reimbursement problem starts right there
Expense management becomes challenging when reimbursement and payroll processes are disconnected. Manual data entry, tax errors, delayed payments, and varying country-specific regulations can create compliance risks and increase administrative effort.
In addition, out-of-policy spending and inefficient expense tracking can lead to unnecessary costs and reduced financial visibility.
Finance teams often spend significant time chasing receipts and manually reconciling expenses, while employees may submit incomplete information due to complex systems. The result is slower reimbursements, increased workload, and reduced confidence in financial data.
The travel & expense software that closes the loop into payroll
Other tools sync expenses to your ERP and stop. Zalaris takes them the last mile - reimbursed through payroll, correctly taxed, in the right currency, per country. Same platform as your HR, payroll, and time. And if you'd rather not run it at all, Zalaris will do it for you.
Compliance in every country
Per diems, mileage rates, VAT, and statutory forms (e.g. A1) configured per country and kept current as rules change.
AI capture, or fully managed
AI reads receipts and drafts reports; employees just confirm. Or hand the whole operation - controls, processing, reimbursement - to Zalaris.
Explore our travel and expense management solutions
AI receipt capture
AI OCR Receipt Reader extracts key data - My Receipts App - upload many at once
- Receipt scanning in offline mode
Travel request & approvals
- Pre-approve trips to prevent overspend
- One-step manager approval
- Travel advance and budget governance
Credit card integration
- Auto-populate card transactions
- Link charges to pre-requested trips
- Faster, error-free reconciliation
Payroll & HR integration
- Reimbursement via payroll
- Correct tax treatment per country
- Automatic transfer to expense accounts
Compliance & smart reports
- Audit travel & expense history & spending trends
- Policy compliance checks
- Country per diem rates & daily exchange rates
Sustainability
- My Carbon Footprint / CO2 tracker
- Emissions per business trip
- Supports CSR & reporting goals
Why enterprises choose Zalaris
What we delivered:
Complete platform implementation. Managed payroll services. System integration. 22-month rollout across all countries.
Results:
Successful separation from parent company systems. Global solution covering entire employee lifecycle. On-time delivery despite complexity. Local compliance maintained across all markets.
Standard from day one, extendable when you need more
Employees register a business trip or a single expense in one flow - trip data, multiple destinations, mileage for a private car, electronic receipts, cost assignment, meal and accommodation deductions, and any travel advance already paid.
| End-to-End Travel & Expense management | |
|---|---|
| Registration of travel & expense data |
|
| Daily updates of common exchange rates |
|
| One-step manager approval |
|
| Receipt scanning in offline mode |
|
| CO2 tracker |
|
| Country-specific per diem rates |
|
| Customized expense codes |
|
| Credit card integration |
|
Run it in-house, or hand it to Zalaris - same platform, your choice of scope
Run PeopleHub travel & expense in-house, or hand the operation to Zalaris - on the same platform, adjusting scope as your needs change, without migration or re-implementation.
These processes can be covered by Zalaris travel & expense services
Depending on your service level, Zalaris can take on some or all of your travel and expense operations - whatever suits you.
| Managed Travel & Expense services | |
|---|---|
| Expense report processing & review |
|
| Travel & expense data handling via interface |
|
| Per-country compliance (per diems, VAT, statutory forms) |
|
| Travel & expense reporting to your team |
|
One global platform, locally delivered
Run travel & expense in-house, or hand operations to Zalaris - on the same platform, with the same team, adjusting scope as your needs change.
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Simplify business travel with AI-powered OCR receipt scanning that interprets amounts, dates, and categories. Mass upload capability, combined with pre-submission corrections, helps ensure data accuracy before expenses are processed in payroll.
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Frequently asked questions
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