About Kwevio
Kwevio is a free application for managing professional expenses and expense reports, available on Android, iOS and in the browser as a lightweight, installable web app (PWA). Multilingual and multi-country, it was built for one purpose: turning the chore of expenses into something fast, reliable and almost invisible. This page explains why we created it, what we believe in, and where we want to take it.
The origin: an Excel spreadsheet and the mileage chore
Kwevio was not born in a meeting room or on a whiteboard covered in growth curves. It was born from a very concrete frustration, that of Xavier Deloffre, director of FACEM WEB, a company based in Arras, France. Like many freelancers and directors who travel for work, Xavier had to declare his mileage expenses every month. And like many of them, he did it in an Excel workbook: one tab per month, one annual summary tab, and dozens of rows to fill in by hand.
The ritual was always the same. Find the address of the meeting, estimate the distance, sometimes reopen an online map to check the number of kilometres, copy that figure into the right cell, apply the correct mileage rate for the year, make sure no formula had been broken by an unlucky copy-paste, then start again for the next trip. At the end of the month, everything had to be consolidated. At the end of the year, everything had to be reconciled. A single typing mistake, and the annual summary was wrong.
There was also the matter of supporting documents. Receipts piled up: a toll ticket in the glovebox, a crumpled restaurant bill in a pocket, a train ticket received by email, a hotel invoice printed in a hurry. When it was time to fill in the spreadsheet, each of these papers had to be found, the amount checked, sometimes the VAT, then filed for the accountant. Weeks often passed between the actual expense and its declaration, and each extra week increased the risk that a receipt would be lost and a legitimate expense never recovered.
That spreadsheet worked, in the sense that it eventually produced a total. But it was fragile, time-consuming and stressful. Every business trip was paid for later, in minutes lost in front of a screen retyping numbers. And the more the business grew, the heavier the file became and the higher the risk of error. The worst part? This chore added no value at all. Nobody ever won a client or finished a project thanks to a tidier Excel tab.
The trigger and the mission
The trigger was easy to put into words: if I have to do this every month, thousands of other professionals are doing it too, in exactly the same way, with exactly the same waste of time. The expense report is a universal problem for freelancers, small businesses, sales representatives and company directors. Everyone complains about it, yet few tools truly solve it in a simple and affordable way.
So the idea behind Kwevio was born from the desire to turn this chore into an application: mobile, because expenses pile up while you are travelling, not at your desk; simple, because an expense tool should never require training; and automated, because a machine is far better than we are at calculating a distance, applying a rate or reading an amount on a receipt.
Behind this observation lay a kind of conviction: the technology that exists today makes this chore completely avoidable. Online maps can calculate a distance in a fraction of a second. Text recognition can read an amount from a photo. Rates are public, stable data. Everything was there, scattered around; what was missing was simply a tool to assemble these building blocks for a concrete use, in the pocket of the person on the move.
Our mission fits in a single sentence: make the expense report so simple you forget about it. You do your job, you travel, you pay for a meal or a toll; Kwevio handles the rest, in the background, and hands you back at the end of the month a clean, accurate export ready to send. No spreadsheet to maintain. No formula to repair. No evening lost reconstructing your trips.
What Kwevio changes in practice
The difference between a spreadsheet and Kwevio is not cosmetic: it changes the very nature of the task. Here is what shifts, concretely, the moment you start using the application.
- Distances calculate themselves. No need to open a separate map: you enter a starting point and a destination, and Kwevio calculates the distance from OpenStreetMap map data. The number of kilometres is no longer a rough estimate, it is a calculation.
- The rate applies itself. The mileage rate depends on the country and the year; Kwevio knows it and applies it automatically. No more rate tables to copy into a cell and update every year.
- Receipts read themselves. Thanks to OCR, you take a photo of a receipt and the app extracts the key information: amount, date, and where relevant the VAT. The paper receipt no longer sits in a pocket waiting to be forgotten.
- VAT calculates itself. For the relevant expenses, Kwevio handles the VAT detail, which simplifies recovery and accounting.
- Your calendar becomes a source of expenses. With calendar synchronisation, your meetings can serve as the starting point for an expense report, because your trips are already described there.
- The export is ready in one click. At the end of the month or year, you generate a clean, structured and accurate Excel or CSV file, ready to send to your accountant or import into your software.
There is also a less visible but equally important effect: peace of mind. When every expense is recorded the moment it happens, straight from the phone, there is no longer a pile of receipts to process, no doubt about a forgotten trip, no last-minute scramble before the accounting deadline. The mental load tied to expenses, that small constant background noise, almost entirely disappears.
Overall, what Kwevio changes is time: what a spreadsheet did in several hours a month, the application does in a few seconds per trip, right where you are, with no retyping and no final consolidation.
Our principles
An expense tool touches two sensitive things: your time and your data. That is why Kwevio is built on clear principles that we refuse to sacrifice in order to move faster or earn more.
Simplicity first
The user experience comes first. An expense report app that needs a manual has already failed. Every Kwevio screen should be understandable in a few seconds, by someone with no appetite for accounting. Simplicity is not a lack of features: it is the patient work of hiding complexity to show only what matters.
Automation
Everything that can be calculated should be calculated by the machine. Distances via OpenStreetMap, the rate by country and year, receipt reading by OCR, VAT, calendar help: every time a manual entry can be avoided, we avoid it. The less you type, the fewer mistakes you make.
Respect for privacy
Your expenses reveal your trips, your clients, your habits: they are sensitive personal and professional data. Kwevio is designed to protect them. Data is local first, on your device. OCR runs on the device, without sending your receipts to a server. And features that imply sharing data are opt-in: nothing happens without your explicit consent. Synchronisation and accounts exist, but they are optional and secure.
Free at launch
Kwevio is free. We want the tool to be accessible to freelancers and small structures, that is to say precisely those for whom every euro and every hour counts. Being free at launch is not bait: it is consistent with our belief that managing your expenses well should not be a luxury.
International openness
The expense report problem does not stop at borders. Kwevio is multilingual and multi-country by design, with rates adapted to several countries. A professional travelling across Europe should not need a different tool for each country.
An overview of the features
Behind the promise of simplicity, Kwevio covers the entire lifecycle of an expense report. Here are the main features, grouped by use.
All your expense categories
Kwevio handles the main categories of professional expenses: mileage, transport (train, plane, taxi, parking, toll), meals, accommodation and miscellaneous expenses. Each category is handled with its own specifics, so entry stays fast while remaining accurate.
Distance calculation and rate
Distances rely on OpenStreetMap data, and the mileage rate applies automatically depending on the country and the year. You no longer have to know the rate by heart or keep it up to date: the app takes care of it.
Receipt OCR and VAT
OCR reads your photographed receipts and extracts the useful information, amount and date first. VAT is handled for the relevant expenses, which makes recovery and accounting easier.
Calendar synchronisation
Synchronisation with your calendar lets you start from your real meetings to create consistent expense reports, without re-entering trips you have already planned.
Export, offline and synchronisation
You export your expenses to Excel or CSV in one click. The app works offline, because you do not always have a connection while travelling. And accounts and synchronisation are optional and secure: you stay in control of what you synchronise.
Who is Kwevio for?
Kwevio is for everyone for whom the expense report is a regular reality, but who have neither the time nor the desire to make a job of it.
- Freelancers and independents, who manage everything themselves and want to reclaim billable time rather than spend it on a spreadsheet.
- Small businesses and small teams, who need a simple, affordable tool without deploying complex enterprise software.
- Sales representatives and people permanently on the move, whose mileage and meal expenses pile up quickly and must be tracked as they go.
- Company directors, like the one who created Kwevio, who want a clear view of their expenses without spending their evenings on them.
What these profiles have in common is that they declare their expenses themselves, with no dedicated accounting department to do it for them, and that this time is time they cannot bill. For them, every minute saved on admin is a minute returned to their real work. Kwevio does not aim to replace enterprise accounting software: it targets precisely that poorly covered space between the improvised spreadsheet and the overly heavy professional tool.
If you have ever found yourself on a Sunday evening reconstructing the month's trips in Excel, Kwevio was designed for you.
Our vision for Europe
Our ambition is clear: to make Kwevio the simple and honest reference tool for expense reports in Europe. A reference, because we want managing your professional expenses with Kwevio to become the natural reflex. Simple, because complexity is the enemy of adoption. And honest, because trust is only earned through transparency.
This ambition is also a matter of respect. Too many tools treat their users as data sources to be monetised, or as targets to be locked into opaque subscriptions. We want to prove that you can build a useful, durable and economically viable product while staying on the user's side. The reference status we aim for is not just market share: it is a reputation for integrity.
The multi-country and multilingual nature is not a detail: it is the heart of this vision. A professional crossing several European countries should be able to rely on a single tool that speaks their language and knows the local rates. We believe there is, in Europe, a real need for an expense tool that is neither a cobbled-together spreadsheet nor overpriced enterprise software.
How the project is funded, honestly
We prefer to be direct about money, because a tool that touches your financial data must be clear about its model. Kwevio is free at launch. We will not invent figures here about fundraising or user numbers: what matters is our intention.
In the future, the project will be funded in a way that respects your privacy. The path we favour is an anonymised, opt-in layer of reviews and content: nothing that exploits your personal data without your knowledge, nothing that turns your expenses into an advertising product. If a feature were to rely on data sharing, it would be anonymised, optional and clearly presented. We want a business model that funds the project without betraying the principles that gave rise to it.
Contact us and contribute
Kwevio is driven by a conviction and stays attentive to its users. If you have an idea, a need for an additional rate or language, a bug to report or simply a remark about the experience, your feedback is precious to us. It is by starting from real cases, like the original spreadsheet, that the tool improves.
- Share your needs: tell us which expense categories, countries or languages matter to you.
- Report friction: every unnecessary step is an opportunity to simplify further.
- Spread the word: if Kwevio saves you time, it will probably save a colleague's time too.
The project was born at FACEM WEB, in Arras, and keeps that spirit: close to the ground, human-sized, attentive to real usage rather than to grand gestures.
In conclusion
Kwevio started from an Excel workbook, one tab per month and a monthly chore nobody likes. We turned it into a simple, automated and privacy-respecting application that calculates your distances, applies the rate, reads your receipts, handles VAT and hands you a clean export, effortlessly. Free at launch, multilingual and multi-country, it has an openly stated ambition: to become the reference tool for expense reports in Europe.
The best way to understand Kwevio is to try it on your next trip. Set the spreadsheet aside and see the difference for yourself.