Expense Management

Expense management
that closes itself.

Policy enforced before the spend. Exceptions resolved. VAT corrected per country. Controllers approve decisions instead of processing them.

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Mid-market & enterprise
97%+ auto-reconciled
Multi-entity, 20+ countries
SOC 2 & ISO 27001
R
Policy engine
Evaluating live
TotalEnergies A7 · Diesel 92L
Card ••4192 · M. Keller · DE-LOG-04
€142.80
Authorising
✓Card limit€500 / weekwithin
✓CategoryFuel · allowedpass
✓ApprovalUnder €250 thresholdauto
!Price checkBilled €1.62/L · market €1.48/L−€12.88
✓VAT · DE19% · input tax recoverablecoded
✓Approved & corrected
0.4s
Price corrected, VAT coded, cost centre assigned, journal line posted — rationale logged against the rule that fired.
2,481 authorised · 6 escalated
Exception queue
6214
VAT per country
DE 19%FR 20%NL 21%UK 20%
Entities closed
14 / 14

What is expense management?

Expense management is how a company authorises, captures, verifies, books and reports what its people spend. Rally is agentic: policy is enforced at payment, exceptions are resolved by software, and every entity closes with a human approving decisions, not processing them.

Last updated: July 2026

Every euro the business spends, in one system

Most platforms stop at cards and receipts. Rally runs fuel, charging, tolls and supplier invoices through the same engine.

Cards, reimbursements and supplier invoices on one policy engine.
Fuel, EV charging, tolls and parking as first-class categories.
One reconciled dataset pushed straight into your ERP.
Monthly operating spend€1.84M
General
Fuel
Charging
Tolls
Suppliers
Generalist expense tools stop here
Rally · one policy engine across all of it
One reconciled datasetone invoice · one API
Matched
97.4%
VAT coded
per line
Pushed to
30+ ERPs
97%+

Reconciled automatically

Matched to payments by Rally AutoMatch, rationale logged per item (Rally production data, 2026).

80%+

Fewer exceptions reaching finance

Pricing and VAT errors corrected at ingestion (Rally production data, 2026).

10+

Hours of admin saved monthly

Ten-plus hours of expense admin removed every month (Rally customer survey, March 2026).

[01]

Agentic Controls

Software that enforces the policy, not a report that describes it.

Other tools flag problems after the money is gone. Rally's agents act, and escalate only what needs a human.

At authorisation · live
Software · FigmaApproved
€96.00 · CC MKT-02 · under threshold
Hospitality · RistoranteDeclined
€218.40 · over €150 per-head cap
Equipment · WürthApproval
€1,240.00 · routed to budget owner
Decided before the money moves

Policy applied before the payment

Limits, categories and caps evaluated at authorisation. Out-of-policy spend is declined, not discovered at month-end.

Month-end queueworked overnight
Missing receipts86 2
Unmatched payments71 1
VAT / coding queries57 3
6 items left · each with a rationale attached

Exceptions investigated, not queued

Missing receipts, duplicates, wrong cost centres and split VAT lines are chased and resolved by the agent.

Supplier line · FRRewritten
TVA as submitted10.0%
Correct rate20.0%
Recoverable on diesel80%
✓Fixed before it reached the ledger
v3 · rate corrected · v2 · recovery split · v1 · ingested

Prices and VAT corrected at the source

Every fuel, charging and supplier line is checked against live prices and country VAT, then corrected.

Hi Aylin — one receipt missing for your €218.40 payment at Ristorante Vela on Tuesday. Send a photo and I'll file it. 🧾
Rally · 09:12
📸 Sent — 4 guests, client dinner
09:15 ✓✓
Matched · VAT split · CC SALES-01 · attendees recorded
No app, no login, no rollout

Receipts collected over WhatsApp

Drivers and field teams reply in the chat they already use. No app, no logins, no training.

Your review, this week
3decisions worth €41k
Fuel spend 18% over plan · DE-South
Supplier renewal worth renegotiating
New cost centre needs sign-off
2,478 handled without you97%

Escalations, not notifications

Rally surfaces the few decisions that carry real money, and the rest arrives already handled, with its rationale.

[02]

Policy Engine

Your expense policy, executable.

Write the rules once. Rally runs them on every transaction, in every entity and country.

Approval matrices per entity, cost centre and amount.
Per-diem, mileage and fuel rules by jurisdiction.
Merchant, category and time-of-day restrictions per card.
Every decision logged with the rule that produced it.
Request demo
Delegation of authorityExecutable
Amount
DE GmbH
FR SAS
NL B.V.
≤ €250
Auto
Auto
Auto
€250 – €2.5k
Manager
Manager
Manager
€2.5k – €25k
BU head
BU head
Finance dir.
> €25k
CFO
CFO
CFO
→€1,240 · Würth · DE-LOG-04 routed to budget ownerrule #14
Per-diem by countryMileage ratesMerchant categoriesTime-of-day

[03]

Exception Desk

The queue that empties itself.

Rally clears unmatched transactions and missing documents continuously, so closing is a review, not a rebuild.

Missing receipts requested and chased automatically.
Duplicates, split charges and mismatches resolved in place.
Cost centres and VAT codes assigned from transaction context.
A versioned audit trail behind every automatic action.
R
Exception desk
Open1 of 214
✓
Receipt missing · €218.40
Requested over WhatsApp · received · filed
Agent
✓
Duplicate charge · Shell A2
Pre-auth matched to settlement · merged
Agent
✓
Cost centre unknown · €96.00
Assigned MKT-02 from project context
Agent
✓
TVA rate wrong · FR supplier
Rewritten 10% → 20% · 80% recovery split
Agent
!
Fuel spend 18% over plan · DE-South
Escalated to you · €41k at stake
You
Every action versioned with its rationale · nothing changes silently

[04]

Truly Cross-border

Countries on one platform

One expense platform across 24+ countries.

One policy engine and one close across 24+ countries, with local VAT, invoicing and evidence rules applied per entity.

24+
Countries on one platform
1
Group close, every entity

One rulebook, every border

A German driver refuelling in France hits the same policy engine and audit trail as everyone else.

Local VAT and invoicing per entity

Each subsidiary is invoiced locally with the correct VAT treatment, so local auditors accept it.

Consolidated without re-keying

Group finance sees every country in one view. Local teams keep their own cards and cost centres.

Eurozone and United Kingdom coverage globe
DE

Germany

GoBD-oriented retention, DATEV exports, per-line German VAT, and input-tax recovery on fuel and charging.

GoBD retentionDATEV RechnungswesenDATEV Unternehmen onlineUSt. 19%
FR

France

Machine-readable data for French e-invoicing, TVA per line including partial recovery on fuel.

Facture électroniqueTVA par ligneRécupération carburantFactur-X ready
NL

Netherlands

BTW per line, Belastingdienst-ready records, direct Exact Online sync, and bijtelling data.

BTW per regelBelastingdienstExact OnlineBijtelling data
UK

United Kingdom

VAT records aligned to Making Tax Digital, HMRC-ready invoices, and advisory fuel rates.

Making Tax DigitalHMRC-ready VATAdvisory fuel ratesMileage claims

Country coverage, reporting formats and entity setup are confirmed per entity during onboarding.

[05]

Enterprise Ready

Everything procurement, IT and audit will ask for.

Built for finance teams managing thousands of cards across multiple legal entities.

SSO and user provisioning

SAML single sign-on with directory provisioning, so IT handles joiners, movers and leavers.

Roles and delegation of authority

Granular roles for finance, budget owners, managers and auditors, with delegated authority.

Multi-entity and multi-currency

Separate entities with their own approval chains and VAT — consolidated into one dashboard.

Audit trail and evidence

Every action versioned with its rationale and source document, traceable to the receipt.

Security and data protection

SOC 2 and ISO 27001 controls, European data processing and a signed DPA.

API, webhooks and 30+ ERPs

DATEV · SAP Business One · Exact Online · Xero · QuickBooks · Sage · bexio

[06]

Coverage

The categories generalist tools leave behind.

In asset-heavy businesses much of the spend happens on the road. Rally captures it line by line.

Spend categoryOn one platform

General business expenses

Software, travel, hospitality and equipment, on a Visa card accepted at 99% of merchants.

One cardOne reconciled dataset

[07]

Built For

One platform for every role that touches spend.

CFOs & Finance Directors

Group visibility in real time, a close on the same day every month, and audit-ready controls.

Group Controllers

97%+ of transactions arrive matched, VAT-checked and coded. You review exceptions.

Procurement & Operations

One supplier instead of four. One contract, one invoice, one renewal.

IT & Security

SAML SSO, directory provisioning, role-based access and a documented API.

Agentic, not just automated.

Every platform says "AI" — usually better OCR and a suggestion you still have to accept. Rally's agents act, and log why. In production at 97%+, not on a roadmap.

Talk to our team
  • Acts on the transaction, not just on the report
  • 97%+ AutoMatch rate, live in production
  • Every automatic action versioned with its rationale
  • Human approval on every consequential step

[08]

Comparison

Rally vs. traditional expense platforms

How an agentic platform compares with the expense tools most finance teams run today (July 2026).

Comparison point
Interaction modelRallyAgents resolve the work end to end; you approve decisionsTraditional platformsDashboards and queues that wait for a human to act
Policy enforcementRallyEvaluated at authorisation, before the money movesTraditional platformsReviewed after the fact in an approval workflow
Exception handlingRallyInvestigated and resolved automatically, with rationale loggedTraditional platformsFlagged for a controller to chase manually
Mobility & fuel spendRallyFirst-class: pump-price fuel, 500,000+ chargers, tolls, parkingTraditional platformsA card category — no fuel prices, sessions or vehicle data
Country tax depthRallyPer-line VAT by country, DATEV, MTD and e-invoicing-ready dataTraditional platformsGeneric European compliance; country work left to your team
Entity modelRallyNative multi-entity with per-entity approval chains and invoicingTraditional platformsMulti-entity as a plan upgrade or a manual workaround
Field & driver workflowsRallyWhatsApp-native — no app, no logins, no trainingTraditional platformsA mobile app every employee has to install and maintain
Error correctionRallyPricing and VAT fixed before the invoice, every change loggedTraditional platformsErrors surfaced in reconciliation and corrected by hand
Accounting outputRallyJournal-ready lines pushed to 30+ ERPs by API or fileTraditional platformsCSV exports with per-plan integration limits

Pleo · Payhawk · Spendesk · Moss · SAP Concur

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[09]

Why Rally

Proof, not promises.

The agentic engine is live in production today. These are measured results, not a roadmap.

01

97%+ of expenses reconciled without a human.

Matched to payments automatically, rationale logged per item (Rally production data, 2026).

02

80%+ fewer errors reaching the ledger.

Fuel pricing and VAT corrected before finance sees them (Rally production data, 2026).

03

One platform replaces five.

Cards, fuel, charging, expense software and receipt archives in one system (Rally customer data, 2026).

04

10+ hours of admin removed every month.

Manual reconciliation replaced end to end (Rally customer survey, March 2026).

05

Live across 20+ European countries and multiple entities.

Per-country VAT, consolidated or per-entity invoicing, one dashboard for the group.

[10]

Rollout

Live in weeks, not a procurement cycle.

Rally builds your policy and entity model from what you already have, then proves it on a pilot.

01

Scoping and security review

We map entities, cost centres and approval authority, and supply your SOC 2, ISO 27001 and DPA evidence.

02

Policy and integration setup

Your policy becomes executable rules. SSO is connected and your ERP integration is validated.

03

Pilot, then group rollout

Start with one entity. Rally learns your coding patterns, then the configuration is cloned across the group.

Book a scoping call

[11]

FAQ

Common Questions

Common Questions

Expense management software is the system a company uses to authorise, capture, verify, code and report employee and business spend — card transactions, reimbursements, receipts, supplier invoices, VAT recovery and cost-centre allocation. Most tools centralise the data and leave the work to finance. Rally is agentic: it enforces policy at authorisation, resolves exceptions itself, and produces journal-ready output for 30+ ERPs.
Agentic means the platform takes the next step instead of waiting for a person. Rally checks each transaction against live prices and the correct country VAT treatment, corrects what is wrong, requests missing receipts over WhatsApp and follows up, assigns cost centres from transaction context, and resolves duplicates and mismatches. Every automatic action is recorded in a versioned audit trail with its rationale, and consequential steps still go through human approval.
Company Cards is the payment instrument: issuing virtual and physical Visa cards, setting limits and merchant-category rules, and freezing cards in real time. Expense Management is the layer above it — the policy engine, approval matrices, exception handling, multi-entity governance and country tax logic that run across cards, reimbursements and supplier invoices. Most enterprise customers use both.
Rally Accounting is about the output: turning matched, validated transactions into journal entries and syncing them to 30+ ERPs with correct VAT and cost-centre coding. Expense Management is about the control: what is allowed to be spent, who approves it, how exceptions are resolved, and how each entity and country is governed. Accounting closes the loop that Expense Management opens.
Yes. Rally runs programmes from a few dozen to several thousand cards across multiple legal entities, countries and currencies, with SAML SSO, directory provisioning, role-based access, delegation of authority and a full audit trail. Pricing is per active card, so the model scales with your programme rather than per module.
Yes. Each legal entity can have its own approval chains, cost-centre structure, VAT treatment and invoicing, while leadership sees a consolidated group view in one dashboard. Rally supports multiple currencies and per-country VAT rules across 20+ European countries.
Rally keeps a versioned, immutable record of every document and every automatic correction, with the rationale and evidence attached — the traceability GoBD-oriented retention depends on. German VAT is applied per line, input tax on fuel and charging is separated correctly, and data is exported to DATEV Rechnungswesen and DATEV Unternehmen online. Your specific retention and export setup is confirmed with your tax adviser during onboarding.
Rally extracts every invoice and receipt to structured, machine-readable line-item data, which is what French electronic-invoicing workflows require. TVA is applied per line, including the partial-recovery rules that apply to fuel, and exports are produced in the format your French accounting process expects.
Yes. BTW is applied per line with the reporting data your quarterly return needs, records are kept in a form that stands up to a Belastingdienst review, and Rally integrates directly with Exact Online. Vehicle, fuel and charging data sits alongside it, which is useful for bijtelling and private-use questions.
Yes. Rally produces HMRC-ready invoices and keeps digital VAT records aligned to Making Tax Digital workflows, including handling for advisory fuel rates on company cars and mileage claims. UK entities can be run standalone or consolidated with European entities in the same account.
Those platforms are strong at card issuing and modern expense UX, but they are built around office spend: there is no fuel-price data, no charging-session data and no vehicle or driver model to reason over, and their AI reviews and suggests rather than acting. Rally combines the same card and policy capabilities with fleet-native transaction data and an automation engine that resolves the work itself, then adds per-country VAT depth for Germany, France, the Netherlands and the UK.
Concur is built for large-enterprise travel and expense with long implementations and a heavy configuration burden. Rally covers the same governance requirements — entities, approval matrices, delegation of authority, audit evidence — but goes live in weeks, includes the card programme and mobility spend natively, and automates exception handling instead of routing it to a shared-services team.
Yes. Rally supports SAML single sign-on and directory-based user provisioning, so access follows your joiner, mover and leaver process automatically. Roles are granular, with separate permissions for finance, budget owners, managers, auditors and administrators.
Rally integrates with 30+ accounting and ERP platforms including DATEV (Rechnungswesen and Unternehmen online), SAP Business One, Microsoft Business Central, Exact Online, Xero, QuickBooks, Sage, bexio and Lexware Office. Integration is by direct API connector or file-based export, and a documented API plus webhooks cover anything bespoke.
Policy is configured as executable rules and evaluated in real time at authorisation. Spending limits, merchant categories, time-of-day restrictions, per-diem caps and approval thresholds are applied per card, per cost centre and per entity, so out-of-policy spend is declined or routed for approval rather than discovered at month-end. Every decision is logged with the rule that produced it.
No. Employees, drivers and field teams send receipts and answer follow-ups over WhatsApp, in the chat they already use. That removes the rollout, training and password-reset load that comes with deploying a mobile app to thousands of people. A web dashboard is available for finance and managers.
Yes. Every automatic action — a corrected price, a matched receipt, an assigned cost centre, a sent reminder — is recorded in a versioned audit trail with its rationale and the evidence behind it. Nothing changes silently, and any ledger line can be traced back to its original document.
Most programmes are live within weeks. Rally builds your policy, entity and cost-centre model from the documents and transactions you already have, runs a pilot on one entity or department, then clones the configuration across the group. There is no data-migration project and no multi-quarter configuration phase.