Upload the receipt
Employees upload the receipt as a photo or PDF and record amount and purpose. Your policy defines the amount from which a receipt is required.
Digital expense claims, recorded with a receipt and approved
Employees upload the receipt, the team lead approves, and HR checks in a second stage if you wish. No paper, no email chain, and amounts are accurate to the centime.
30 minutes, free, on your own workflows
In short
How can an SME handle expense claims digitally?
The employer must reimburse expenses necessarily incurred in the course of work (Art. 327a CO). Digitally, employees record expenses with a receipt, approval follows a fixed route and every step is logged. In CrewDeck by Digital Airways the team lead approves, HR can follow as a second stage, and amounts are held in centimes so nothing rounds away.
| Product | CrewDeck, time tracking and HR software |
|---|---|
| Vendor | Digital Airways GmbH, Basel |
| Law | limits from the Swiss Labour Act with legal reference, public holidays of all 26 cantons |
| Scope | time tracking, absences, expenses, salary overview, recruiting, org chart |
| Delivery | web app in the browser, no installation |
| Hosting | Microsoft Azure Switzerland |
| AI | on click, via Azure AI, never decides on its own, no model training on customer data |
| Sign-in | Microsoft Entra ID, Google Workspace or email, two-factor can be made mandatory |
| Data protection | access requests under Art. 25 FADP as an export, verified change log, no behaviour monitoring |
| Not included | payroll run and shift planning. Working time exportable as CSV and PDF |
Reviewed by Dario Tomas, CEO of Digital Airways, former quality manager for ISO 9001 and 14001. Digital Airways is ISO 9001:2015 certified. Updated .
Why expenses hold things up today
- Receipts get lost or arrive weeks later
- Expenses run through email, paper and chasing
- Who approved what cannot be shown later
- Receipts are missing because nobody knows from which amount one is needed
CrewDeck
How expense claims work in CrewDeck
One or two-stage approval
The team lead approves, that is the default. If you wish, HR checks in a second stage. No Excel and no email chain.
Amounts to the centime
Amounts are held in centimes so no rounding errors occur.
Logged and traceable
Every approval and every change is in the change log, with name and time.
In the same system as time and holidays
Expenses sit next to working time, absences and personnel files, with the same roles and the same org chart.
From receipt to approved expense
- 1
Record
Upload the receipt, enter amount and purpose.
- 2
Approve
The team lead approves.
- 3
Check
If you wish, HR checks as a second stage.
- 4
Trace
Every approval is logged with name and time.
What changes for you
- No receipt gets lost
- Expenses run through one route instead of email, paper and chasing
- Every approval is documented with name and time
- Expenses, working time and absences sit in the same system
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Frequently asked questions
Must the employer reimburse expenses?
Yes. Under Art. 327a CO the employer reimburses all expenses necessarily incurred through the work. The details are usually set out in an expenses policy. CrewDeck maps the process and does not replace employment law advice, responsibility stays with the employer.
Who approves expenses?
By default the team lead, who follows from the org chart. If you wish, HR checks in a second stage.
Does CrewDeck pay out expenses?
No. CrewDeck runs no payroll and makes no payments, and there is no interface to payroll such as bexio or Abacus. Approved expenses are paid out through your payroll.
Is there an expenses app for the phone?
CrewDeck runs in the browser, on the phone too, with no installation. You upload the receipt as a photo or PDF. There is no app in the stores.
Expenses without the paper trail.
In 30 minutes we show you how receipt, approval and log work together in CrewDeck.
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