Expense reports (France)
Expense reporting in France is governed by URSSAF rules on which expenses are deductible (and at which ceiling) and by the documentation requirements that survive an URSSAF or tax inspection. Per diems, mileage at the barème kilométrique, restaurant receipts above and below €15, and meal vouchers (titres-restaurant) each have their own rules.
URSSAF · Direction générale des Finances publiques (DGFiP)
The manual reality
Most expense tools (Spendesk, Expensya, Notilus) handle the photographing and approval step well, but the downstream — categorising into the right deduction bucket, applying the URSSAF ceiling, generating the supporting evidence for an inspection — still falls to the accountant manually. Multi-employee teams produce hundreds of receipts per month and the categorisation drift over a year creates real audit risk.
The WorkAist approach
The WorkAist French expense agent ingests expense reports from your tool (Spendesk, Expensya, Qonto, Notilus), OCRs each receipt, classifies into the correct URSSAF category, applies ceiling rules (per-diem caps, restaurant vouchers, etc.), produces the deduction-ready posting in your accounting system, and assembles a per-employee monthly bundle for the URSSAF retention requirement. Edge cases — receipts close to a ceiling, unusual venues, foreign currency — are flagged for human review rather than silently classified.
Implementation in 5 steps
- 1Connect your expense tool (Spendesk, Expensya, Qonto, Notilus, Pleo).
- 2Configure your URSSAF category map and ceilings (the agent ships with current French defaults — review annually).
- 3Define your approval workflow (mileage above X km, meals above €Y, etc.).
- 4Authorise the accounting system connector for write-back.
- 5The agent categorises, posts to your accounting tool, and archives the full URSSAF-compliant bundle (PDF + JSON) per employee per month.
Connectors & agents involved
FAQ
How does the agent handle mileage (indemnités kilométriques)?▼
It computes the barème kilométrique using the official URSSAF formula, distinguishing between cars (3, 4, 5, 6+ CV) and bicycles. The 7,000 km annual threshold per employee and the bracket change above are applied automatically.
What about meal vouchers (titres-restaurant)?▼
The agent reconciles your meal-voucher provider statements (Swile, Pluxee, Up, Bimpli) with employee usage and computes the deductible portion (60% employer + 40% employee, current rules). The employer portion is posted as a deductible expense; the employee portion is excluded.
Are foreign-currency receipts supported?▼
Yes. The agent looks up the daily Banque de France reference rate for the receipt date and converts before posting. The original-currency record is kept in the audit bundle.
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