How to create automatic expense reports?
There are three available methods:
- Strava
- Apple Health or Health Connect
- Motion detection paired with our AI technology
Additionally, we provide suggestions for combining these methods based on your bike type and application. For instance, if you’re using a Bosch motor, you’ll find guidance on how to synchronize it seamlessly.
Is my phone able to support automatic motion detection?
For Apple – iOS
All iPhones running iOS 17 or higher are compatible with motion detection.
For Google – Android
All Google Pixel phones with Android 14 installed are compatible.
The Samsung Galaxy S series (S22, S23, S24, etc.) has also been tested for compatibility. Other Android devices are currently being tested for motion detection compatibility. In the meantime, you can use Strava or Health Connect synchronization.
Can I sync my Strava data?
Yes, you can. Simply create a Strava account and connect it to Sweel. Then, in the Sweel app, configure your work schedule to sync only your work-related trips.
Can I sync my Apple Health or Health Connect data?
Yes.
For Android, just install Health Connect and link it to Sweel. Then, connect your Cycling App to Health Connect.
For Apple, the process is the same with Apple Health.
Finally, in the Sweel app, configure your work schedule to sync only your work trips.
What should I do if my route isn't showing?
If you’ve completed a bike trip and it doesn’t appear, ensure that location permissions are enabled in your iOS or Android settings (set to: Always).
If the issue persists, click the “!” button on the ‘Journey’ screen in the SWEEL app (top right) and send us your feedback. We will review it within 5 days.
How can I prevent duplicates?
We recommend using only one type of synchronization at a time. Activating both, for example, Apple Health and Strava, may result in duplicate entries.
If this happens, you can delete any duplicate trips from your report at any time.
Where can I find alternative synchronization solutions (STRAVA, Google Health, Apple Health) for phones that are not compatible with automatic detection?
Please go to the Sweel app, then navigate to Settings > Connected Services > Data Source.
You will find all available synchronization options there.
Do you own a Trek electric bike?
If you do, follow these steps:
- Install the Trek app to manage your bike.
- Connect your Trek app to Strava in your user profile.
- Install Sweel and select Strava for synchronization.
- Configure your expense report in Sweel by setting your workdays and hours.
Do you have a bike with a Bosch motor?
If you do, follow these steps:
- Install the Bosch app to manage your bike.
- Connect your app to Apple Health, Health Connect, or Strava.
- Install Sweel and select synchronization based on your chosen app.
- Configure your expense report in Sweel by setting your workdays and hours. Don’t forget to specify the amount per kilometer.
Do you have a Mustache brand bike?
If you do, follow these steps:
- Install the Bosch app to manage your bike.
- Connect your app to Apple Health, Health Connect, or Strava.
- Install Sweel and select synchronization based on your chosen app.
- Configure your expense report in Sweel by setting your workdays and hours.
Do you have a Granville brand bike?
If you do, follow these steps:
- Install the Bosch app to manage your bike.
- Connect your app to Apple Health, Health Connect, or Strava.
- Install Sweel and select synchronization based on your chosen app.
- Configure your expense report in Sweel by setting your workdays and hours.
Do you have a Scott bike?
If you do, follow these steps:
If you’re using the MAHLE app:
- Open the MAHLE app to manage your bike.
- Connect the app to Strava.
- Install Sweel and select Strava synchronization.
- Configure your expense report in Sweel by setting your workdays and hours.
If you have a Bosch motor:
- Install the Bosch app to manage your bike.
- Connect your app to Apple Health, Health Connect, or Strava.
- Install Sweel and select synchronization based on your chosen app.
- Configure your expense report in Sweel by setting your workdays and hours.
Do you use a Riese & Müller bike?
If you do, follow these steps:
Using the Bosch app:
- Open the BOSCH app to manage your bike.
- Connect your app to Apple Health, Health Connect, or Strava.
- Install Sweel and select the synchronization option you chose above.
- Configure your expense report in Sweel by setting your workdays and hours.
Riese & Muller app
- Go to the R&M application to manage your journeys
- Connect your app to Apple Health or Health Connect.
- Configure your expense report in Sweel by choosing the days and working hours.
Do you use the Komoot app?
If you do, follow these steps:
- Open the KOMOOT app to manage your trips.
- Connect your app to Apple Health or Health Connect.
- Install Sweel and select synchronization with Apple Health (iOS) or Health Connect (Android).
- Configure your expense report in Sweel by setting your workdays and hours.
Do you have a different type of bike or another app you'd like to synchronize with Sweel?
If so, please visit the Contact page on our website and reach out to us. We love testing bikes! 🙂
How to connect Sweel to Winbooks Connect?
More info :
FR : https://help.winbooks.be/display/VIHelpFR/Email+To
NL : https://help.winbooks.be/display/VIHelpNL/Email+To
How to connect Sweel to Accountable?
It all starts from your inbox
You have receipts or purchase invoices you received on your email?
Simply add or forward us your invoice to expenses@accountable.eu and we will automatically import it.
You can import multiple PDFs at once: for each distinct file attached, we’ll create one invoice and do our best to pre-fill the necessary data for your taxes (see below).
You can also import plain HTML emails: we will automatically convert it into PDF and import it.
The only precaution? Make sure you send us the invoices from the email you are using in Accountable. That is how we know for sure it is yours.
Once in Accountable:
You should be notified once your expense has been processed (it typically takes 2-3 minutes). Once in the app, you should see it appear in the “Expenses” screen, at the top of the list, under the “Expenses to validate” tab.
Before this expense can count against your taxes, you need to validate the pre-booking that Accountable did: make sure the merchant is well identified and that the sub-totals and VAT totals are correct. Don’t forget to only tick the “invoice” tickbox if your VAT number figures on the document. Once done, validate the expense and, off you go, your VAT and expense totals have been updated.
How to connect Sweel to Odoo?
Instead of individually creating each expense in the Expenses app, expenses can be automatically created by sending an email to an email alias.
To do so, first, an email alias needs to be configured. Go to . Ensure Incoming Emails is enabled.
Note
If the domain alias needs to be set up, Setup your domain alias will appear beneath the incoming emails check box instead of the email address field. Refer to this documentation for setup instructions and more information: Domain names. Once the domain alias is configured, the email address field will be visible beneath the incoming emails section.
Next, enter the email address to be used in the email field, and then click Save. Now that the email address has been entered, emails can be sent to that alias to create new expenses without having to be in the Odoo database.
To submit an expense via email, create a new email and enter the product’s internal reference code (if available) and the amount of the expense in the email subject. Next, attach the receipt to the email. Odoo creates the expense by taking the information in the email subject and combining it with the receipt.
To check an expense categories internal reference, go to . If an internal reference is listed on the expense category, it is listed in the Internal Reference column.
How to synchronize Sweel expense reports automatically to your cloud? (iCloud, Google drive, Dropbox, etc.)
Please go to the Sweel app settings.
Click on “Accounting” in Connected Services and activate the toggle for the cloud.
Finally choose in which folder Sweel should place the PDF from the previous month.
Do you have an API to connect SWEEL to my backend.
Yes of course.
You must configure this in your web account or contact us.
What do we mean by bicycle?
By the term ‘bicycle’ we mean three types:
– The bicycle:
Any vehicle with 2 or more wheels:
that is driven by muscle power via pedals or handles
that is equipped with an electric auxiliary motor up to 250 W and no longer provides assistance from 25 km per hour (or earlier, if the driver stops pedaling)
The following types are included: classic bicycles, racing bicycles, mountain bikes, city bicycles, cargo bikes, adapted bicycles for the disabled (3 wheels, drive via handles, etc.), foldable bicycles, hybrid bicycles, with or without electric drive.
Not intended are: scooters, hoverboards, roller skates, skateboards, monowheels, (electric) segways. These are motorized or non-motorized locomotion devices.
– The motorized bicycle:
Any two-, three- or four-wheeled vehicle with pedals:
equipped with an electric auxiliary drive whose main purpose is pedal assistance, the driving force of which is interrupted at a maximum vehicle speed of 25 km per hour, excluding the bicycles mentioned above.
The rated continuous maximum power of the electric motor is a maximum of 1 kW.
– The speed pedelec:
Any two-wheeled vehicle with pedals (excluding motorized bicycles):
with an electric auxiliary drive whose main purpose is pedal assistance, the driving force of which is interrupted at a vehicle speed of maximum 45 km per hour.
The maximum rated continuous power of the electric motor shall not exceed 4 kW.
Comments
Motorized bicycles and speed pedelecs only qualify for favorable tax provisions if they are electrically powered.
The bicycles, motorized bicycles or speed pedelecs can be equipped with a garage button (also called Walk Assist, Park Assist, departure assistance, parking assistance, etc.), which allows them to move autonomously to a limited extent, for example to make it easier to walk up a slope with your bicycle. going on.
The so-called e-bike can only qualify because of its electric drive if it can be included in one of the 3 categories (bicycle, motorized bicycle or speed pedelec)*.
*There is no clear definition of an ‘e-bike’. These are bicycles where a throttle lever or button controls the electric motor and the driver no longer has to pedal. He can also cycle himself without switching on the motor.
What tax provisions exist with regard to a bicycle?
With an ecological aim, several measures have been taken to encourage the use of bicycles.
For example :
If you receive a bicycle allowance from your employer for your commuting, you can exempt this allowance from income tax up to a certain maximum amount:
For the 2024 tax year (2023 income), you can exempt the bicycle allowance up to a maximum of 0.27 euros per kilometer traveled.
For the 2025 tax year (2024 income), you can exempt the bicycle allowance up to a maximum of 0.35 euros per kilometer traveled and up to a maximum of 2,500 euros per year (3,500 euros subject to approval by the law).
Attention ! From the 2025 tax year (2024 income), the exemption from the bicycle allowance is only valid if your professional expenses are calculated as a flat rate. If you choose to deduct actual professional expenses in your tax return, you will no longer be entitled to this exemption from the 2025 tax year (2024 income).
If your employer provides you with a company bicycle, this is not considered a benefit in kind. You therefore do not pay tax on the benefit you receive. The condition, however, is that you regularly use the bicycle for your trips between your home and your place of work.
From the 2025 tax year (2024 income), the provision of a company bicycle is only exempt if your professional expenses are calculated on a flat-rate basis. If you choose to deduct actual professional expenses in your tax return, you will no longer be entitled to this exemption from the 2025 tax year (2024 income).
If you choose to justify your actual professional expenses, you can estimate the cost of your home-workplace travel by bike:
0.27 euros per kilometer traveled for the 2024 tax year (2023 income).
0.35 euros per kilometer traveled for the 2025 tax year (2024 income).
You can combine several of these benefits:
This allows you to combine the exemption from the benefit of a company bicycle with the exempt bicycle allowance.
Until the 2024 tax year (2023 income), you can also declare your actual professional expenses for an amount of 0.27 euros per kilometer traveled for your home-workplace travel in 2023. If you choose to declare your actual professional expenses, you must not deduct the exempt bicycle allowance from the total amount of the actual expenses calculated.
From tax year 2025 (income 2024), the combination with actual business expenses is no longer possible. From this financial year, the bicycle allowance and the provision of a company bicycle are only exempt if your professional expenses are calculated as a flat rate. If you choose to deduct actual professional expenses in your tax return, you will no longer be entitled to these exemptions from the 2025 tax year (2024 income).
What is a bicycle allowance?
A bicycle allowance is a mileage allowance that you receive from your employer for covering all or part of the journey between your home and your place of work by bicycle. For example, if you travel part of the journey by bicycle and part by public transport (train, bus or tram), you can receive a bicycle allowance for the part traveled by bicycle.
Examples:
You cycle to work every day for 220 working days. The distance between your home and your workplace is 5 km. The round trip is therefore 10 km. Your employer grants you a bicycle allowance of 0.24 euros per kilometer. You therefore receive each year 0.24 euros x 5 km x 2 (round trip) x 220 days of work = 528 euros.
You cycle to work every day for 220 working days. The distance between your home and your workplace is 20 km. The round trip is therefore 40 km. Your employer grants you a bicycle allowance of 0.22 euros per kilometer. You therefore receive each year 0.22 euros x 20 km x 2 (round trip) x 220 days of work = 1,936 euros.
The aim of the bicycle allowance is to encourage more workers to use their bicycles and to cover the costs of using the bicycle.
For which types of bicycles are you entitled to an exempt bicycle allowance?
The granting of a bicycle allowance is not linked to the type of bicycle (it does not matter whether it is a racing bicycle, hybrid bicycle, electric bicycle, mountain bike, etc.). The only condition for receiving an exempt bicycle allowance is its effective use for commuting.
It is therefore of no importance whether you use your own bicycle or a bicycle made available to you by your employer.
How is my bicycle allowance taxed?
The bicycle allowance is exempt from income tax up to 0.25 euros per km traveled for tax year 2023, income 2022. (Tax year 2024, income 2023: 0.27 euros.)
Example:
If your employer gives you 0.15 euros per kilometer, they are completely exempt from taxes.
If you get 0.26 euros per kilometer, the first 0.25 euros for tax year 2023, income 2022 are exempt from taxes. The remaining 0.01 euros are in principle taxable (because they are considered a salary).
You can also receive a bicycle allowance if you combine the bicycle with public transport (train, bus or tram), even if there is an intervention for, for example, your train subscription.
You cannot combine the bicycle allowance and an intervention in public transport costs for the same route and for the same period. After all, you can only be reimbursed once for the same process. So you are only entitled to a bicycle allowance for the distance you actually travel by bicycle between your place of residence and the train station.
The employer must ensure that he can determine with certainty how many trips you have actually made by bicycle and which part of the compensation is therefore exempt from taxes.
To prove your use of the bicycle, the usual means of proof apply, with the exception of the oath. This evidence may consist of a ticket from a guarded bicycle shed, a suspicion, a testimony, etc.
Example:
You cycle 5 km to work every day. Your employer gives you a reimbursement of 0.24 euros per km. So every year you receive 0.24 (euros) x 5 (km) x 2 (round trip) x 220 effective working days = 528 euros.
If you travel 20 kilometers to work every day, you will receive 2,112 euros, tax-exempt.
My employer gives all employees the same reimbursement for travel expenses. I go to work by bike. Will my compensation be fully or partially exempt from taxes?
No, the bicycle allowance is only exempt from taxes if it is specifically and explicitly granted for the use of the bicycle for commuting. It must therefore be calculated on the routes actually traveled. A lump sum allowance can never be regarded as a bicycle allowance that is exempt from taxes. However, the lump sum compensation can be exempted up to a maximum amount of 430 euros (tax year 2023, income 2022).
I only use the bike during the summer to go to work. During the winter I take the bus. What bicycle allowance can I receive?
In principle, you are entitled to a tax-exempt bicycle allowance for the kilometers traveled during the summer. During the winter you take the bus and of course you do not receive an exempt bicycle allowance. However, the compensation you receive for your bus subscription will also be completely exempt from tax (public transport) if all conditions are met.
I use my bike to ride to the train station. I then take the train to another station where I ride to work with my other (parked) bicycle. What compensation am I entitled to?
You can receive compensation, both for the part between your home and the station and between the station and your workplace. The compensation you receive for your train subscription will be completely exempt from tax (public transport) if all conditions are met.
How do I report my bicycle allowance in my tax return?
If the bicycle allowance you receive does not exceed 0.25 euros per km traveled for tax year 2023, income 2022, you do not have to declare it in your tax return. (Tax year 2024, income 2023: 0.27 euros.) If you receive a higher compensation, you will have to declare the difference and be taxed on it.
Attention!
If your employer has entered your exempt bicycle allowance on your pay slip 281.10 in point 18, c (‘Contribution to travel costs – Other means of transport’), you must ask him to correct this. Otherwise you will be taxed on that amount.
Is the provision of a company bicycle by the employer taxable?
You use the bicycle for travel between your place of residence and place of employment
This benefit is tax exempt. You may also use the bicycle for other journeys.
You do not use the bicycle for travel between your place of residence and place of employment
This benefit is taxable (it will be taken into account when calculating your tax). Your employer will mention this benefit on your pay slip 281.10 or 281.20.
Which types of bicycles are eligible for tax exemption for the provision of a company bicycle?
This can concern all types of city bicycles or hybrid bicycles (mix of a city bicycle and mountain bike). The provision of an electric bicycle, which can be considered a bicycle, motorized bicycle or speed pedelec, is eligible for the measure.
Can an electric bicycle be made available to me by my employer in the context of a tax-free provision of a company bicycle?
Yes. Provided certain conditions are met, an electric bicycle is also eligible.
Can I combine the tax-free provision of a company bicycle by the employer with the bicycle allowance of 0.25 euros for tax year 2023, income 2022?
Yes. The exempt benefit of the provision of a company bicycle can be combined with the kilometer allowance of 0.25 euros for tax year 2023, income 2022 for the use of a bicycle. (Tax year 2024, income 2023: 0.27 euros.) In this case, the combination is permitted for the same trip or part of it.
Can the exempt provision of a company bicycle be combined with the exemption 'other means of transport'? If so, is this for different parts of the same route? Does the exemption apply to the same route or part of it during different times of the year?
A route can consist of multiple movements. The concept of ‘route’ is a geographical term while the concept of ‘displacement’ refers to the act of moving by means of a specific means of transport. Every move counts.
By ‘other means of transport’ you may mean all home-to-work journeys that did not take place by public transport or common transport organized by your employer.
If a commute is done partly by bicycle and partly by car, you should consider this as two different trips. Any relocation may give rise to compensation or an exemption.
For the same trip, the exemption from the provision of a company bicycle cannot be combined with the exemption for “other means of transport”. However, the exemption can be combined if it concerns two different journeys.
Can I deduct the actual costs if I use a bicycle for my personal commuting?
Yes. The actual costs can be deducted from your taxable income.
If you go by bicycle, a flat rate of 0.25 euros per km traveled for tax year 2023, income 2022 applies for commuting. (Tax year 2024, income 2023: 0.27 euros.)
This flat rate of 0.25 euros per km traveled applies in the absence of proof of the actual costs. In other words, you do not have to keep any evidence, but you must be able to demonstrate the actual use of a bicycle.
If you wish, you can deduct your actual costs from your commuting trips by bicycle based on the actual costs incurred. To do this, you must not only be able to demonstrate that you are actually using a bicycle, but you must also be able to provide evidence of the costs you have incurred. However, in the vast majority of cases, the flat rate of 0.25 euros per km traveled will be more beneficial.
If you opt for the actual professional expenses, you should not deduct the bicycle allowance granted by your employer from the total amount of your actual professional expenses, otherwise you will lose the benefit of the exempt allowance.