On this page you set calculation bases for Spesenfuchs.
New trip with accommodation package
If you are an employee creating a trip that goes over several days, then Spesenfuchs activates the accommodation per diem. This is automatically turned off when you enter a hotel receipt for this travel period. In this case, you do not need to turn off this option.
However, if you do not enter the hotel receipt in Spesenfuchs, for example, because it has already been paid in advance by the company, then you must switch off the accommodation per diem for each trip. In order to simplify such cases or entries, you can set here that a newly created trip has no accommodation per diem activated by default. Please note that this setting may be overridden by the setting in a expense group.
25% lump sum balance
Add together the per diem for meals, travel and accommodation for a trip if the tax-exempt amounts have not yet been fully utilized there ("total calculation"). In this case, the sum of the lump sums is tax-free to the extent that it does not exceed the sum of the tax-free individual lump sums. The amount exceeding the tax-free lump sum is taxed uniformly at a flat rate of 25%, provided that the 100% limit is not exceeded. If these settings are deactivated, only the additional meal expenses are used as a basis for the 25% flat-rate tax.
You can find an example of this at: https://www.spesenfuchs.de/steuern-sparen-durch-reisekostenabrechnung/
Deduct meals from the lump sum
Normally, Spesenfuchs creates an extra booking record for meal deductions and also displays it in the booking list. Specify here whether meal deductions are to be deducted directly from the per diem and whether the additional posting record is to be waived.
Note: In some interfaces, e.g. Lexware Office or sevdesk this is done automatically, regardless of this setting.
70/30 rule
For an entertainment it is distinguished whether it is a 100% deductible business entertainment or an entertainment with business partners, which is only 70% deductible.
If it is an entertainment with external business partners, Spesenfuchs will automatically create the split for each entertainment directly according to the 70/30 rule. If you do not want this automatic split, e.g. you want to do the 30% posting once a year for all entertainments, then turn this option off. Please note that the 30% booking will then not be done by Spesenfuchs.
Please note that not all export interfaces can handle the 70/30 split.
Allow Custom Exchange Rates
By default, Spesenfuchs automatically converts foreign currency amounts into euros using the exchange rate determined for the receipt date.
Enable this setting if users should be allowed to enter their own exchange rate for receipts in foreign currencies. This can be useful, for example, when a different exchange rate is shown on a credit card statement, bank statement, or other proof of payment.
When this setting is enabled, the "Change Exchange Rate" option is displayed for receipts in foreign currencies. Users can enter a custom exchange rate, and the euro amount will be recalculated based on that rate.
Please note:
- The entered exchange rate must be greater than 0.
- The automatically determined system exchange rate remains available as a reference.
- If a custom exchange rate differs by more than 30% from the system exchange rate, Spesenfuchs displays a warning. However, the custom rate can still be saved.
No Input VAT Deduction
If your company is not entitled to deduct input VAT, you can enable this setting. Spesenfuchs will then automatically take this into account when capturing, processing, and exporting your expense receipts.
When should you enable this setting?
Enable No Input VAT Deduction if your company is not allowed to reclaim VAT shown on supplier invoices.
This may apply, for example, to:
Businesses using the Small Business Scheme (where applicable under local tax regulations)
Many non-profit organizations
Businesses or organizations providing VAT-exempt supplies that are not entitled to deduct input VAT
If you are unsure whether your company is entitled to deduct input VAT, please consult your tax advisor.
Effects on receipt capture
Once enabled, the following rules apply to all newly created receipts:
VAT can no longer be selected manually.
VAT fields are disabled.
The VAT amount is always 0.00.
During OCR processing, any detected VAT amount is ignored.
Accounting exports are generated without input VAT.
Receipts captured under this setting are marked as "VAT exempt".
Existing receipts
If you change this setting after receipts or trips have already been created, they are not updated immediately.
When you open an existing receipt, Spesenfuchs detects that the company setting has changed and displays a notification indicating that the receipt or trip will be recalculated when it is saved. The new setting only takes effect after saving.
Effects on trips
The setting applies not only to individual receipts but also to business trips.
If the company setting is changed afterwards, all receipts belonging to the affected trip will be recalculated when the trip is saved.
Effects on the Inbox
The setting also applies to receipts uploaded through the Inbox or captured with the mobile app.
If OCR detects a VAT amount, it is automatically ignored and the VAT amount is set to 0.00.
Copying receipts
When you copy a receipt, the copy also uses the current No Input VAT Deduction setting.
For receipts in foreign currencies, the exchange rate is recalculated based on the new receipt date.
Example
A hotel invoice totals €119.00, including 19% VAT.
With input VAT deduction: The VAT amount can be reclaimed and is included in the accounting data.
Without input VAT deduction: The full invoice amount is treated as an expense. No input VAT is shown or exported.