Business expense management — no paperwork, no wasted time

Expense management is the process of recording, approving and reimbursing expenses that employees incur on behalf of the company. Software like Plain centralises the entire flow: the employee uploads the receipt from their phone, the manager approves it, and the data reaches payroll and accounting without manual exports.

The employee photographs the receipt or invoice with their phone camera and Plain automatically extracts the relevant data: amount, date, supplier and category. No manual typing required. The expense is logged in seconds and ready for review.

Yes. Plain allows you to configure maximum amounts by category — per diem, travel, accommodation or entertainment — and assign them to specific employees or teams. The system automatically alerts when an expense approaches or exceeds the set limit.

Grouping lets you gather multiple expenses under one concept, such as Madrid Trip or Barcelona Trade Show. All related receipts — transport, hotel, per diem — are linked together, making manager review and cost allocation straightforward without searching expense by expense.

Plain maintains a supplier directory with tax ID, legal name and contact details. When logging an expense, the supplier is already identified with complete tax data, allowing information to be exported directly to the ERP without manual reprocessing or validation errors.

Plain is designed for companies with between 10 and 500 employees that want to leave spreadsheets and emails behind for managing receipts, per diems and reimbursements. It works especially well in sectors with mobile employees: retail, hospitality, logistics and services.