FAQ: business expense management and Rouliva software

Automatic detection uses mobile app capabilities and phone permissions. On a computer you manage synced trips; a desktop browser does not replace mobile tracking.

Can I add trips without enabling automatic detection?

Yes. In Trips, add a trip manually and enter its date, addresses and distance. Turning off automatic trips does not hide this menu. In Team mode, access to the Trips module still depends on the permissions granted by your administrator.

What should I check if a trip does not start automatically?

Open Settings > Tracking reliability on your phone. Check the requested permissions, especially precise and background location, and any battery restrictions. Then check the tracking days and hours, holiday pause and the phone selected for detection. You can add a missing trip manually.

Can I set tracking days and hours or pause tracking?

In the automatic detection settings, choose the days of the week and time window that suit your trips. Holiday pause lets you suspend automatic tracking without deleting your history. When you return, resume tracking and check its status on the phone you use.

Can I correct an automatically detected trip?

Yes, provided your permissions and the expense report status allow editing. Open the trip to check its addresses, times, distance, purpose and assignment. Poor GPS reception can explain a gap in the route. Review the details before approval instead of creating a second trip for the same journey.

Which settings affect mileage reimbursement calculations?

Check the vehicle, company country and calculation method: an available national mileage schedule, a fixed rate or custom tiers. Depending on the schedule, powertrain, vehicle power and annual business mileage also matter. If you start using Rouliva partway through the year, enter the business kilometres already travelled in the relevant setting so that tiers include this total. In Team mode, some settings are restricted to administrators.

What does the Google Calendar connection do?

With Complete or Team, the optional Google Calendar connection helps name trips using matching appointments. Matching uses their location and times; an option allows matching by time alone. Access is read-only: Rouliva does not change your appointments. You can edit trip titles and disconnect the calendar in settings.

Can I create an expense from a receipt photo?

Recognition extracts useful fields according to your plan. Check amount, date, category and taxes before confirming. Automatic extraction does not determine tax deductibility.

Which receipt file formats can I import?

You can attach a JPG, PNG or HEIC photo, or import a PDF, within the limit shown when adding it. For a PDF with several pages, select the page to attach and analyse. Check that the receipt is complete, readable and free of glare, especially the amounts and tax lines.

What should I do if receipt analysis fails or stays pending?

Check your Internet connection, then open the saved draft in Expenses. Pending analysis may still be processing, so avoid importing the same document repeatedly. If a failure is reported, retry from the draft or complete the fields manually, then check the result before saving.

How do personally paid expenses differ from company card expenses?

The payment method identifies who paid; it is separate from Personal or Business classification. A business expense advanced with your own card or cash may count towards reimbursement, subject to approval. A company card expense still needs to be recorded, without reimbursing the employee. For example, €80 paid personally and €20 paid by the company represent €100 of business cost, but only €80 to reimburse. Items submitted in a project must not create a second reimbursement in the periodic report.

Can I keep personal trips and expenses separate from company records?

With Complete or Team, the Personal area lets you classify personal trips and expenses separately. They belong to a separate scope and do not enter the business expense report approval workflow. Check each item’s classification; the outward and return legs of a journey can have different classifications.

Can I group a job’s trips and expenses by project?

Yes, when project management is available under your plan and permissions. Assign trips and expenses to the correct project, then prepare its report in the draft projects section. After finalisation or submission, find the project in the projects in progress section with its submission history. Project PDFs include available receipts. Items already submitted are excluded from a new periodic reimbursement. You can continue the project with another report for new items.

How does team approval work?

Employees submit periodic or project reports to the reviewer set in the approval workflow. The administrator can choose a default reviewer or a specific recipient for each employee. The reviewer checks the report, then approves it or requests a correction. If individual expense approval is enabled, it is a separate step from report approval. Enabled expense policies warn about or block deviations according to their settings. The “Approved = Paid” option changes the status after approval; it does not transfer money.

Why can I no longer edit a submitted expense report?

Submitting a report locks it to preserve the items being reviewed by the approver. If it is rejected, read the reason, make the requested corrections and submit it again. For a report already approved or reimbursed, contact your administrator to follow the appropriate correction process.

Does marking a report as reimbursed initiate a bank transfer?

No. Reimbursement status and the payment date track payments within Rouliva. The company must make the payment separately through its usual process. Mark the report as reimbursed once payment is confirmed so that the history reflects what has actually happened.

Can my accountant access my records?

Yes, through the read-only accountant portal with each company’s permission. The accounting firm has its own space; its linking URL lets a signed-in administrator authorise access to their own company only. The firm sees the companies that have authorised it, selects a company, year and month, and views approved reports, trips and available receipts. Documents and exports depend on the records. Each company can independently revoke permission; possessing the link grants no access to data.

Which files can I export?

Depending on the page, your plan and permissions, Rouliva offers PDFs, Excel and TXT files, and a ZIP archive containing available documents. Detailed PDFs and project reports can include available receipts. The FEC-compatible accounting export prepares an import file for the selected scope: it is not your company’s complete statutory FEC. Check the period, company, amounts and accounting options before exporting or sending documents.

Why is a trip or expense missing from my report or dashboard?

Check the selected period, company, employee and filters, then the Personal or Business classification. Also check whether the item has been approved and synced. In an expense report, the payment method or inclusion in a project report may explain a zero reimbursement amount even when the expense has been saved.

Is receipt recognition unlimited?

No. Plans with receipt recognition include approximately 1,000 analyses per month per user for typical expenses. This is an estimate: monthly quota usage varies with document complexity and processing.

What can I do without an Internet connection?

Previously loaded data remains available, and supported operations are stored on the device until they can sync. Signing in, receipt analysis, Google Calendar and purchases require Internet access. Before changing devices or uninstalling Rouliva, reconnect to the network and check that no operations remain pending.

How do I access my data on my phone, tablet and computer?

Sign in to the same Rouliva account on each device. Data sent to the server is then accessible according to your permissions and selected scope. If a change is missing, first check the network and pending operations on the original device, then refresh the other device. Automatic tracking needs its own setup on the selected phone.

What should I do when I change phones?

Finish syncing the old phone before replacing it. Install Rouliva on the new phone, sign in to the same account and set up the requested permissions. If you use automatic trips, select this phone for tracking when prompted, then check tracking reliability and your schedule.

Why are some options missing or disabled?

Options depend on your plan, role, the modules enabled by your company and the device you use. For example, automatic detection is set up on mobile, and some team settings are restricted to administrators. Check these points before treating the issue as a fault; your administrator or support can help identify a missing permission.

Where can I manage my subscription and find its invoices?

Your purchase channel determines how the subscription is managed. For a web payment, open My account > Subscription and billing and use the available portal. For an Apple or Google Play purchase, use that store’s subscriptions and purchase history. In Team mode, plan management may be restricted to the administrator.

What information should I send support when something goes wrong?

Describe the steps you took, the expected result and the message displayed. Include the date, time, device model, operating system and Rouliva version. A screenshot without sensitive data helps diagnosis. Never send your password, a sign-in code or full payment card or bank details.

Does Rouliva guarantee a report’s tax compliance?

Rouliva organises data, evidence and approvals. Business purpose, deduction rights and local rules still require assessment. Internal approval is not a tax authority decision.

How do I keep an earlier version of my expense report?

In History, the lock preserves a periodic or personal report PDF. Generating another PDF adds a new version while the previous one remains available. In Settings, you can enable or disable default locking for new PDFs. Unlocking the latest version allows it to be updated; earlier versions remain preserved. Finalized project reports and submitted team reports keep their existing protection. The lock does not add a reimbursement or replace evidence-retention requirements.

Can I ask an AI assistant about my expenses?

With Complete or Team, the MCP connection lets an authorised administrator connect Rouliva to a compatible external assistant. For example, you can ask it for an expense summary for a given period. Connections start read-only and require your approval in Rouliva. If you enable writing, it is limited to creating projects, manual trips and expenses without receipts. You can revoke the connection. Receipt files are not shared through this connection; available capabilities also depend on the assistant and its version.

Can I create an expense report from a single expense or trip?

When this action is available, open the expense or trip details and choose “Create a single expense report”. Name the project or report. Rouliva creates a project report containing that item and provides its PDF during finalisation. In Team mode, it follows the manager approval workflow. You can then find it in project reports and History. The item must not be reimbursed again in the periodic report.

Can I add expenses to a project that has already been submitted?

Yes, subject to your permissions. The project remains in “Expense reports - projects in progress”. Assign new expenses or trips to it, then prepare a new report for those items. Previously submitted items are excluded. History keeps a separate entry and PDF for each submission, so you can follow the project without replacing the previous report. In Team mode, the new submission also requires approval.

How do I handle regular routes and business detours?

In the settings for trips requiring approval, define the regular route addresses and its reference distance. The detour option keeps only the additional kilometres. For example, a matching 100 km route with an 85 km personal reference leaves 15 business kilometres. The multi-trip option can recognise the route including stops over up to six hours and deduct the 85 km once across the whole route. Check the allocation and Personal or Business classification before approval.

What does the expense report preparation assistant check?

It brings together checks for the selected period: trips awaiting review, missing amounts or receipts, tax inconsistencies, possible duplicates and assignments to review. In Team mode, checks may also use the enabled expense policy. Open flagged items to correct them before submission or export. “Ready to submit” means the configured checks no longer flag items to address; it is not a tax or accounting certification.

Can I define an expense policy for my team?

The administrator can enable a policy with meal or accommodation limits, required receipts or comments and allowed categories. Other checks include unusual hours, weekends and split expenses. For rules offering these choices, select a warning, a block or disable the rule. A warning flags a deviation; a block prevents the affected submission until it is resolved. Internal rules do not replace tax rules.

Can I close the window while a receipt is being analysed?

“Close and analyze” closes the window and hands analysis over to background tracking: find the draft and its result in Expenses. “Close” closes the window without continuing analysis in this workflow. The quick waiting period is 30 seconds; this does not guarantee that server processing has finished. Avoid repeatedly taking the same photo while analysis is still pending. Always review the recognised fields before saving the expense.

Can I merge or split trips?

The smart tools on the Trips page offer these actions when the items can be edited. To merge, select consecutive trips on the same day using the same vehicle, up to 20 trips. Splitting separates a trip when that action is available. Afterwards, check the addresses, distances, vehicle, classification and any personal deductions before approval.

Can Rouliva learn how I classify regular trips?

The smart tools can learn rules from your classification confirmations. A rule becomes active after three confirmations and can support suggestions for matching trips. Review the learned rules, apply suggestions after checking them or delete a rule that no longer fits. These suggestions are separate from the personal routes and reference distances configured in settings.

How do I enter a receipt with several tax rates?

In the expense details, review the tax lines suggested by recognition. You can add a rate and its amount, then correct or remove a line. Compare total tax, the net amount and the gross amount with the receipt. A tax line in Rouliva does not automatically mean the tax is recoverable: that depends on applicable rules and, in Team mode, company settings.

Can I prepare an annual report and manage several companies?

The Expense Reports page lets you choose a monthly or annual period for the summary and available exports. If you manage several companies, assign each trip or expense to the correct company and check the selected scope before exporting. Availability depends on your plan and permissions. An annual summary does not replace monthly submissions in the team approval workflow.

Can I protect app access with my fingerprint or face?

In the mobile app, open “App unlock” in settings. Depending on your phone, you can use its fingerprint reader, supported face recognition or screen-lock code. This protection is enabled on the individual device and requires its security to be configured. It protects access to a saved session; it does not replace your Rouliva account credentials.

Can I connect Rouliva to my accounting software or an internal tool?

The company API lets authorised tools read available data. An administrator can generate a key, name it, optionally set an expiry date and revoke it. A compatible integration is required: this does not automatically provide a connector for every accounting product. The API is separate from the accountant portal for people and the MCP connection for AI assistants.