Legislation and control of travel orders in SmartFP
Business travel accounting is one of the agendas where operations, legislation and control meet. Errors in calculations, outdated rates or untraceable approvals pose a risk in internal control and external audit.
Settlement according to the applicable rules
The statement provides a detailed breakdown of the mission and all costs, including the calculation of subsistence and travel allowances in accordance with the applicable rules (for 2026 according to Decree of the Ministry of Labour and Social Affairs No. 573/2025 Coll. ).
Legal certainty, control and traceability
Current rates and exchange rates
- Currency rates are continuously updated according to the CNB
- board rates and other parameters are based on the current decree for the year
- the result is a consistent approach across the organisation (staff, approvers, accountants)
Audit trail and traceability
Each travel order has a clear history of changes and approvals (audit trail) so it is traceable:
- when the closure and settlement took place
- who founded the road
- who approved and when
Archive and quick filtering
The records are stored in an archive and can be quickly searched and filtered by:
- countries
- Staff
- organisational units
- Approvers
- travel period/dates
Learn how to use SmartFP in minutes
You can customise the system to make it easy to use for everyone. Accountants, receptionists and bosses. On the computer and in the mobile app. Just a few details below. We will contact you and suggest a date for a demonstration, free of charge and without obligation.
FAQ
Your most common questions
Looking for answers to your questions or need help with our system? We’ve put together a list of frequently asked questions where you can find useful information and solutions to common problems. If anything is not clear to you? Send us a question.
Is it possible to run SmartFP as SaaS and on-premise?
Yes. We are flexible in the location of our solutions, supporting SaaS and on-premise. For some customers, on-premise makes sense because of the integration to internal systems that are not available externally.
How do you deal with travel allowances and compliance with the law?
SmartFP has a travel reimbursement codebook that we synchronize according to the current decree, so you can be sure that the calculations correspond to the legislation and there is no need to manually monitor rate changes.
Is it possible to set up a travel order for someone else?
Yes. Depending on the permission settings, you can create Requests and Billing for another person, typically an assistant, supervisor, or even a traveling companion.
How does vehicle registration work?
Vehicles can be registered in the system with all the data needed for calculating travel allowances (e.g. fuel type, consumption). The registration can also be extended to include approval, for example when a new vehicle is created or assigned to a trip.
Is the Request mandatory or can we turn it off?
The request is not mandatory, we can turn it off. However, it is used in most organizations because it brings control over travel: approval, the possibility to request an advance and, most importantly, a preliminary overview of the costs before the trip.
Do you know how to do bulk travel orders and summary billing?
Yes. SmartFP supports:
- bulk travel orders,
- carpooling,
- as well as summary travel reports, where multiple overnight trips can be settled in one billing.
How does travel approval work?
The approval process is normally set up so that the trip is approved by the supervisor, but we can adapt the process, for example, according to the organisational structure, centres or other internal rules.
Is SmartFP also available on mobile?
Yes. It’s all in one place in the system, and it’s accessible from a mobile phone, so the passenger can add loads and attachments continuously, not just “when they get back to the computer”.