FAQ: business expense management and Rouliva software · Germany

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, vehicle power, powertrain and annual business mileage also matter. In Team mode, some settings are restricted to administrators. Check these details before preparing expense reports.

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 the expense. A business expense paid with your own card or cash can count towards reimbursement, subject to approval. A company card expense still needs to be recorded but is not reimbursable to you. This is separate from classifying an item as Personal or Business.

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 the relevant trips and expenses to the correct project, then prepare its expense report. Items already included in a project report are identified in periodic reporting to avoid counting them towards reimbursement a second time.

How does team approval work?

Employees submit reports; authorised managers review and approve or request corrections. Enabled expense policies help identify deviations.

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?

Accountant access is read-only and authorised by the company. Linking identifies the firm; possessing its link does not grant access to client data. Companies can revoke permission.

Which files can I export?

Rouliva provides PDF, Excel and TXT exports for relevant records. Available content depends on plan, permissions and selected scope.

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.