bexio expenses integration with TimeStatement

Capture, approve, and sync expenses to bexio automatically

TimeStatement supports a complete bexio expense management workflow, from mobile capture with receipts to automated accounting transfer. Companies can manage employee expenses efficiently, reduce manual administration, and keep financial data structured from the start.

The integration covers both billable client expenses and non-billable internal reimbursements. That means you can handle project-related spending, employee reimbursements, and accounting preparation in one connected process instead of splitting the work across several tools.

This is especially valuable for growing teams, service businesses, and Swiss companies with recurring travel, meal, mileage, or equipment expenses. If you also want to connect timesheets and billing, explore the bexio time tracking interface and the bexio payroll interface.

Automate employee expense management with bexio

TimeStatement is designed to be the operational layer for expense capture and project administration, while bexio remains the connected accounting environment. This setup reduces duplicate work, improves transparency, and gives finance teams a cleaner data flow.

Instead of processing employee expense claims manually, your business can define categories, accounting rules, reimbursement accounts, and export behavior in advance. Once configured, the process becomes much faster and more reliable.

What the bexio expenses integration delivers

Mobile expense capture with receipts

Employees can record expenses via web or mobile and attach receipts immediately. This keeps every expense documented at the moment it happens and reduces the need to reconstruct missing information later.

Whether the cost is for travel, meals, materials, or other project-related spending, entries stay traceable and ready for review.

Flexible expense categories

Expense categories can be configured per project. For each category you can define the name, optional unit, price per unit, billable status, gratuity handling, and the accounting ID that should be used for bexio.

You can also control the bexio tax ID, target bank account, export status, and optional employee-specific account assignment.

Dedicated reimbursement account per employee

If required, each employee can be linked to a dedicated bexio bank account. This makes internal reimbursements easier to track and helps accounting teams book reimbursements to the right person automatically.

Clear separation between billable and internal expenses

Internal employee expenses can be handled as non-billable cost items, while client expenses can be marked as billable and prepared for invoice creation. This distinction is essential for accurate project profitability and clean accounting logic.

Central expense overview

TimeStatement gives you a structured overview of all expense entries. You can see which items were already sent to bexio, which are still pending, and which belong to specific clients, projects, employees, or categories.

Optional gratuity split

For categories such as meal expenses, gratuity can be captured separately. This helps create tax-correct postings when the entries are sent to bexio.

How to start with the bexio expenses integration

1. Open the bexio Marketplace and connect TimeStatement.
2. Enable “Synchronize expenses with bexio” in TimeStatement settings.
3. Define the default expense account and your category logic.
4. Optionally assign employee-specific reimbursement accounts.
5. Start capturing, reviewing, and syncing expenses to bexio.

Connecting a new TimeStatement account

If you are new to TimeStatement, the onboarding flow pre-fills key company information from bexio and lets you start quickly.

Connecting an existing TimeStatement account

If you already use TimeStatement, administrator rights in both systems are usually enough to complete the connection and continue with your existing setup.

Set up expense categories and synchronize expenses with bexio

Enable expense synchronization in TimeStatement

In your settings, activate the option to synchronize expenses with bexio. At the same time, define the standard bexio expense account that should be used whenever a category does not contain its own dedicated accounting mapping.

Configure employee-specific reimbursement accounts

Under user administration, you can store a bexio bank account for each employee. This setting becomes relevant for internal reimbursements where spending should be posted to a specific person.

Set up project expense categories

Inside each project, you can create expense categories with specific rules. Typical fields include category name, optional unit, price per unit, billable status, gratuity permission, accounting ID, export status, bank account, and tax ID.

• Create a category inside the project.
• Define whether the expense should be billable or non-billable.
• Choose the accounting account or keep the automatic default logic.
• Define whether the category should be sent to bexio.
• Choose the tax ID, bank account, and posting status.

Internal expenses vs. customer expenses

Internal employee expenses should normally be configured as non-billable and linked to expense accounts. Client expenses should be configured as billable if they need to appear correctly during invoice creation and project billing.

Roll out categories across multiple projects with Excel

If you need the same setup for many projects, use the Excel import/export workflow. Configure sample categories once, export them, adjust them in Excel, and import them back to apply the settings across multiple projects efficiently.

Capture expenses and keep full visibility

Employees assign expenses to the right project and category, add comments if needed, and upload proof documents. Once the entries are ready, you can export them to bexio and still keep visibility of which records were already synced and which are outstanding.

Send expenses to bexio in one click

From the expense module, transfer single or multiple entries directly to bexio. Depending on your settings, entries are created as draft expense entries or completed postings.

That makes the solution suitable both for ongoing daily processing and for scheduled export routines.

FAQ about bexio expenses and TimeStatement

Common questions about setup, data flow, and expense processing.