Record a business trip, let OneBob calculate the meal and overnight per-diems under German law, and submit it for reimbursement with a GoBD-compliant report.
8 min read
Overview
Travel Expenses (Reisekosten) lets your team file business trips for reimbursement under German travel-expense rules, reached via Travel Expenses in the navigation. You record the trip; OneBob calculates the per-diems, applies meal deductions, handles receipts and mileage, and produces a GoBD-compliant report.
A trip holds a travel itinerary, receipts, foreign-currency amounts, a per-day meal grid, and a ledger of receipts, mileage, and per-diems.
Meal and overnight per-diems follow the official BMF rates and are calculated for you, including meal deductions for provided meals.
Trips run through a clear approval flow: draft, submitted, approved, and paid, with rejection and resubmission.
Travel Expenses is a paid add-on enabled per company, so it is available once it is switched on for your account.
Estimated time: 12 minutes.
Before You Begin
Travel Expenses must be enabled for your company; if you do not see it, ask your administrator.
Make sure your supervisor is set, since trips are submitted to them for approval.
Have your receipts ready as photos or PDFs, plus any distances you drove with a private car.
Note the places, countries, and times of your journey, as they drive the correct per-diem rate.
1
Start a new trip
Open the wizard and capture the basics of your business trip.
1Go to Travel Expenses and click New Trip.
2Enter a clear title and the business purpose of the trip.
3Set the departure and return dates, and link a customer or project if it applies.
4Choose the guided steps or the one-page view, whichever you prefer.
2
Map your travel itinerary
Add the legs of your journey so OneBob can determine the country for each day.
1Add each leg with its place and country and your departure and arrival times.
2OneBob derives the country per day from the itinerary, which sets the correct per-diem rate.
3For foreign trips, the country determines the higher or lower foreign per-diems automatically.
4You can override a day's country later if a special case calls for it.
3
Add and scan receipts
Attach your receipts and let OneBob read them for you where available.
1Drop or attach receipt photos or PDFs (JPG, PNG, or PDF).
2When scanning is available, OneBob reads the date, amount, VAT, and merchant and prefills them as editable suggestions.
3Check and correct the suggested fields; your manual edits always take precedence.
4Record mileage for a private car here too, and OneBob applies the configured per-kilometre rate.
4
Check meal allowances and overnight rates
Confirm the per-day grid so the calculated per-diems are correct.
1For each day, mark which meals were provided (breakfast, lunch, dinner).
2OneBob applies the meal deductions (Mahlzeitenkürzung) automatically as separate report lines.
3Toggle the overnight flat rate for nights away when your company allows it.
4Full and partial travel days are classified for you, so the daily rate is always right.
5
Review, submit, and get reimbursed
Confirm the totals and send the trip on its way.
1Review the summary: receipts, per-diems, mileage, and the final reimbursement.
2Click Submit for approval to send the trip to your supervisor.
3Your supervisor approves, rejects, or asks a question; rejected trips can be edited and resubmitted.
4Approved trips are marked paid and produce a GoBD Abrechnung PDF you can download.
Tips & Best Practices
Build the itinerary first, since it drives the per-diem country and rates.
Scan receipts as you go so nothing is lost before you submit.
Mark provided meals accurately to keep the deductions correct.
Keep foreign-currency receipts in their original currency; OneBob converts them using the daily rate.
Submit promptly so your supervisor can approve before the next payout run.
Need Help?
If you have questions about travel expense reports, our team is happy to help: just reach out through our contact page.
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