Expenses Management

Streamline the expense management flow by allowing employees to submit expenses directly through the Lano Platform.

To enable this feature, go to settings and toggle it on.

• Log-in to Lano using two factor authentication.
  

• Click on the "Expense" tab which will show all submitted expenses, click "Add Expense" at the top right.

• A new window will open and all the required details (Including an attachments) can be added.
  

• Press "Submit" to send the expense for Approval.
  
  

A company Admin or Manager can approve or deny the expense directly in the Lano platform.

All pending expenses that require attention will be displayed in the "Expense" tab.

Approve ✅
Deny ❌

From the same page, previously approved and declined expenses are also displayed.

If the expense is approved, it will automatically be added to the current payroll cycle.

In addition to traditional monetary expenses, you can allow team members to submit mileage-based expenses. This enables clear reimbursement workflows based on distance traveled, with options for company-defined or individual rates.

Configuration

In Settings > Expenses, when expense management is enabled, a dedicated Mileage Reimbursement Rate table appears. This table lists all countries where your company has either:

• an active payroll entity, or

• an active EOR hire

For each listed country, you can choose how the mileage reimbursement rate is defined:

• Individual rate: team members enter their own rate per expense

• Fixed company rate: set a default rate per distance unit (km or mi), along with the currency

If a fixed rate is set, the mileage rate field becomes read-only during submission. Otherwise, team members can enter their own rate.

Team Member Experience

When submitting an expense, team members can choose between:

• Monetary: the traditional workflow with currency conversion information shown

• Mileage: a distance-based submission form, including fields for date, currency, distance, and optionally rate

The reimbursed amount is calculated automatically based on the configured settings. A tooltip displays the exchange rate used for conversion into your company’s currency (as of the expense date), and a toggle allows conversion into the employee's local currency if different.