Employee Expense Submission on the Lano Platform

This new feature allows your employees to submit their expenses directly through the Lano Platform, streamlining your administrative processes.

Click here and you can find a video guide for your visual reference.

How to Get Started:

1. Log in to Your Lano App

2. Go to Settings > Expenses Tab

3. Enable Expense Submission

By enabling this feature, your remote team members can submit their expenses for your approval and reimbursement. All invited remote employees will receive access to add expenses, simplifying your workflow and saving you time.

Employee View:

- Submit Expenses Easily: Employees log in (through the e-mail address that appears in their Lano profile), click on the Expenses tab, and add their expenses by entering the amount, date, and uploading receipts (PDF or image).

- Review Receipts: Employees can review their uploaded receipts for accuracy.

- Submit Options: They can choose to submit and close or submit and add another expense seamlessly.

Approval Process:

- Receive Notifications: You will get an email notification when an expense is submitted.

- Easy Review: Log in to your Lano account, go to the Expenses tab, and review the pending expenses.

- Approve or Decline: With a click, approve or decline the expense. The employee will be notified of your decision immediately.

- Salary Changes: Approved expenses will automatically appear under Salary Changes, editable until the monthly cut-off on the 5th at 9 AM CET.

Please note that only expenses can be submitted by employees; any salary increases, bonuses, per diems, etc, must be added by an admin user from your company's account on the Lano Platform.

Not Interested? No Problem!

You can continue adding expenses on behalf of your employees by simply deactivating the expense submission feature in settings.

For a step-by-step guide, watch our short video demonstrating both the employee and company perspectives.

If you have any questions or need assistance, reach out to our Platform Experience Team at customersuccess@lano.io.

In addition to traditional monetary expenses, you can allow team members to submit mileage-based expenses. This enables clear reimbursement workflows based on distance traveled, with options for company-defined or individual rates.

Configuration

In Settings > Expenses, when expense management is enabled, a dedicated Mileage Reimbursement Rate table appears. This table lists all countries where your company has either:

• an active payroll entity, or

• an active EOR hire

For each listed country, you can choose how the mileage reimbursement rate is defined:

• Individual rate: team members enter their own rate per expense

• Fixed company rate: set a default rate per distance unit (km or mi), along with the currency

If a fixed rate is set, the mileage rate field becomes read-only during submission. Otherwise, team members can enter their own rate.

Team Member Experience

When submitting an expense, team members can choose between:

• Monetary: the traditional workflow with currency conversion information shown

• Mileage: a distance-based submission form, including fields for date, currency, distance, and optionally rate

The reimbursed amount is calculated automatically based on the configured settings. A tooltip displays the exchange rate used for conversion into your company’s currency (as of the expense date), and a toggle allows conversion into the employee's local currency if different.