The problem: a spreadsheet, lost receipts and last-minute reporting
In most organizations, expense management looks like this: a spreadsheet to redo, receipts lost in an inbox, repeated reminders for a missing supporting document and reporting that turns into a last-minute sprint. Neo-Frais is designed so that the request, the approval and the reimbursement always stay connected.
The Neo-Frais website is currently available in French.
Three modules, one place
- Pre-approval. Get an expense approved before committing to it. You list the planned items with quantity and unit price, and the total calculates itself. Any reimbursement or travel request can be attached to it.
- Reimbursement. Declare an expense already paid. Each line requires at least one supporting document, and you can photograph the receipt so the app pre-fills the line.
- Travel. A single report combining supporting documents (hotel, transport), meals at per diem rates and mileage.
An approval flow that blocks nobody
You write simple rules, for example "above $500, two approvers" or "abroad, three", and the app does the rest. Approvers work in parallel rather than in sequence, so one absence doesn't block everyone. A board member or volunteer can approve from their email in two clicks, without creating an account.
What makes the difference
- Up-to-date per diem. Every night, the app re-reads the Government of Canada meal rates and converts them into Canadian dollars at the Bank of Canada rate. The original amount, currency, rate and date are kept.
- Taxes itemized on each line. GST, QST, HST and other taxes are entered line by line, including for per diem and mileage. They are not recalculated from the total.
- Photograph the receipt instead of retyping. Each pre-filled field is marked "to verify" before being added.
- Reimbursement that matches the amount charged. In a foreign currency, you enter the amount actually debited from the account, so a person who paid out of pocket is never under-reimbursed.
- A trace of every decision. Each expense is attached to a project, and each decision keeps its trace: who, when, why.
Neo-Frais or a spreadsheet?
| Criterion | Spreadsheet | Neo-Frais |
|---|---|---|
| Supporting documents | Receipts in emails or folders | At least one document required per reimbursement line |
| Approvals | Emails and reminders | Written rules, parallel approvers, decision from email |
| Per diem and mileage | Rates entered and updated by hand | Government of Canada meal rates updated every night |
| Taxes | Often calculated from the total | Itemized on each line (GST, QST, HST) |
| Traceability | Depends on everyone's discipline | Who, when, why for each decision |
| Reporting | To be reconstructed at year-end | Expenses attached to a project |
Who is it for?
- Executive directors. A problem solved without inflating the budget or adding a complicated tool to manage.
- Finance leads. Expenses attached to projects, with taxes and documents in the right place.
- Employees and volunteers. Send a receipt without learning yet another software, and approve from email.
Pricing and access
At the time of writing (October 2026): Neo-Frais is free for organizations with 1 to 5 employees, with no time limit and no credit card. Beyond that, paid plans start at $59 per month and include all features. Current prices are shown on neo-frais.com.
Access is requested online: a person verifies each organization before opening it, which generally takes a few business days.
What Neo-Frais doesn't do yet
There is no direct integration with accounting software such as QuickBooks, Sage or Acomba. Data is exchanged through a CSV export and a PDF automatically sent to your accounting department as soon as a request is approved. There is also no automatic conversion of foreign currencies at the official rate: this is a deliberate choice, so that nobody is ever under-reimbursed.