Expenses Management

Lano makes it easy to streamline expense reimbursement by allowing employees to submit expenses directly in the platform. Once submitted, expenses flow through a simple approval process and automatically integrate into the payroll cycle.

Lano supports two types of expenses:

• Monetary expenses: Require a receipt, expense date, currency, and amount. Adding a title is optional.

• Mileage expenses: Require a receipt, expense date, distance, and optionally a title. The reimbursement rate can be set by the company or entered by the employee. The total is auto-calculated.

Monetary expenses are submitted in the currency of the expense, while mileage expenses are calculated based on the currency of the reimbursement rate. Once approved, their amounts are displayed in your company’s preferred currency in the cycle report and are later converted to the payout currency by the payroll provider during payroll calculations.

To get started, go to Settings > Expenses and toggle expense management on.

Once enabled:

• All active employees will receive a notification (if they already have a Lano account) or an invitation to join Lano(if they don’t).

• Employees can start submitting expenses right away.

When expense management is turned on, you’ll see a dedicated Mileage Reimbursement Rate table. This table lists all countries where your business either:

• has an active payroll entity, or

• employs team members through the Employer of Record (EOR) service.

Two configuration options are available for each country:

• Individual rate (default): Employees enter their own rate per submission

• Fixed company rate: A default rate per distance unit (km or mi) is set by the company, in a specific currency.

If a fixed rate is set, the rate field becomes read-only for employees during submission.

How to Set a Fixed Company Rate

1. Click on the Edit button next to the required country

2. Select the Fixed rate option

3. Choose the rate currency and enter the rate value

4. Click Save changes to apply the new rate.

Note: The updated rate will be applied only to newly submitted expenses.

Each day, company users receive a summary email listing newly submitted expenses. Company admins and managers can review submitted expenses directly on the Expenses page. You’ll see:

• Pending expenses awaiting approval

• Previously approved or declined expenses

For all statuses, you can click on an expense row to view its full details, including attachments and the reimbursement calculation.

For each pending expense, you can:

• Approve — the expense will automatically create a pay item in the current payroll cycle. You can view this pay item directly by following the link in the expense details modal. A cross-link back to the original expense is also available in the pay item details, ensuring full traceability.

• Decline — the employee will be notified of the decision.

• Provide an optional decline reason (shared with the employee)

• View expense details — including receipts and full submission info

• Navigate through multiple pending expense in the modal to review multiple submissions quickly

• Download receipts by hovering over them and clicking Download

You can assign the Expense Approver role to specific users, allowing them to manage expenses only for designated employees.

Learn more about the Expense Approver role

To disable expense submission, return to Settings → Expenses and switch off the toggle.

• All previously submitted, approved, or declined expenses remain visible.

• Employees will no longer be able to submit new ones.

Employees without a Lano account will receive an email invitation to create one. Those who already have an account will receive a notification introducing their new access to submit and track expenses.

Learn how employees submit expenses in our employee guide