PRAE reporting
for sports clubs. Without the paper chase.
The Austrian flat-rate travel allowance (PRAE) costs your club hours every month: collecting slips, digging photos out of WhatsApp, recalculating amounts, checking limits, filing everything away.
We move all of that onto your existing club website. Coaches file their own sessions, the system calculates and validates as they type, and at the end of the month the finished attendance sheet sits signed in your archive.
Markus Stuppnig · ViennaThe same puzzle every month.
Whoever handles the accounting at your club will recognise at least three of these.
Slips, photos, emails
Some hand in paper, some send a photo over WhatsApp, the rest email a PDF. All of it lands with one person.
Recalculating every line
Hourly rate, group, supplements, flat rates. Someone checks it all by hand, asks back, corrects. The payout is delayed.
Keeping the limits in your head
120,00 € per day, 720,00 € per month. Miss that and the excess becomes taxable and subject to social insurance.
Reconstructing the year in February
The report to the tax office needs the annual total per person. Out of a paper folder that is an evening of work, or several.
No evidence when you are audited
Which rate applied in March? Who signed what, and when? Without a clean archive that becomes an unpleasant reconstruction.
Three steps. Ten minutes a month.
This is what the process looks like once everything is set up. The video shows it on the finished solution.
The coach files
Log in, pick the month, fill in the session days. Group and duration are pre-filled, supplements are checkboxes. Works on a phone just as well as on a laptop.
The system calculates and checks
The amount is derived automatically from qualification level, group, supplements and flat rates. The limits of 120,00 € and 720,00 € are validated live, and nothing above them can be submitted.
Signed, filed, done
At the end of the month the official attendance sheet comes out as a PDF. The coach signs it free of charge with their ID Austria and uploads it. The month is then locked and the document sits in the club archive.
What you get.
No page builder and no subscription. A finished solution that fits your club, plus everything you need to keep running it without us.
Protected coach area
On your existing website, in your design. Login via the club account, no second platform.
Automatic calculation
Qualification levels, training groups, supplements and daily flat rates, exactly as your remuneration rules define them.
Live limit validation
120,00 € per day and 720,00 € per month are checked as data is entered and hard-blocked.
Official attendance sheet as PDF
We fill in the standard form you already use. Nothing changes for your tax adviser or an auditor.
Legally valid signature
The coach signs with ID Austria via A-Trust. Free, qualified, and legally equivalent to a handwritten signature.
Submission lock and duplicate protection
A submitted month is locked. Duplicate or retroactively altered filings are impossible.
Audit-proof snapshot
On submission the system freezes the rates that were used. Years later, every amount can still be traced exactly.
Annual summary per person
The yearly total per coach is available at the press of a button, as the basis for your report to the tax office.
You maintain the rates
New rates, groups or flat rates are added by you, with a valid-from date. Existing filings stay untouched.
Training and documentation
We train the board and the coaches, hand over written instructions and support you through the first live month.
WAT Stadlau, 40 coaches.
A Viennese grassroots sports club that runs on volunteers. A good share of that time used to go into expense reporting.
Before
- Forms arrived on paper, as WhatsApp photos or as email attachments.
- Every line was recalculated by hand and the limits tracked mentally.
- Filing in a paper folder, not searchable.
- Follow-up questions and corrections delayed the payout.
After
- Coaches file their own sessions in the protected area of the club website.
- The system calculates the amounts and validates the tax-free limits live.
- The attendance sheet is signed and lands findable in the club archive.
- Roughly 5 hours less admin per month, so about 60 hours a year.
From the running solution
Your data, your house.
Expense reporting involves names, social insurance numbers and bank details. We handle them the way we would expect them to be handled.
No extra provider
The data stays in the systems you already use. We do not push anything into someone else's cloud.
Hosted in the EU
Wherever we host ourselves, everything runs on servers inside the EU, GDPR-compliant.
Permissions checked on the server
Every action validates the login and the role server-side. A hidden button is not a security concept.
Everyone sees only their own
Coaches see exclusively their own filings. Who holds which role is decided by the club.
Amounts cannot be tampered with
Calculation happens on the server, not in the browser. The totals cannot be manipulated from outside.
Credentials live in a vault
Keys and passwords are held exclusively server-side in a secrets store, never in page code or in links.
The signature stays intact
Signed PDFs are passed through byte for byte, unchanged. Any post-processing would destroy the signature.
All of it belongs to you
Source code, data and documentation transfer to you with the final invoice. Export at any time, no lock-in.
We build the technology and follow the requirements set by your tax adviser. We do not provide tax or legal advice ourselves. To operate the solution you need, as with any digital system, data processing agreements with your providers and an access concept. What we do help with: telling you what you need, and building the technical side so that it fits.
Four steps. A clear schedule.
From the first call to the first month that runs by itself. You know at every point where we stand and what comes next.
Initial call
30 minutes. We listen, you get an honest assessment of whether this pays off for you.
Week 0Specification and fixed price
We write down exactly what gets built and name the price. In writing, binding.
Week 1Implementation
We build, you see the state of things every week. No black box.
Weeks 2 to 4Training and first month
Coaches and board get trained, and we support the first live month.
from week 5One fixed price. No running costs.
You get the price after the specification document, in writing, before we write a line of code. It does not change after that.
Always included
- Specification document and binding fixed-price offer
- Implementation, testing and go-live
- Training for the board and the coaches
- Written instructions to look things up
- Support through the first live month
- Source code, data and documentation belong to you
What the current process costs
- Around 60 volunteer hours a year, just for expense reporting.
- Every missed limit turns into back taxes, plus social insurance.
- An evening of spreadsheets every February.
- Receipts nobody can find when an audit comes.
Three commitments.
Fixed price
The price is set once the specification is done. Anything we failed to anticipate is our problem, not yours.
The first month works
If the first live month does not run cleanly, we keep working until it does. At no extra charge.
No lock-in
Source code, data and documentation belong to you. You can export at any time or have someone else build on it.
What the paper chase actually costs you.
Four numbers you already know off the top of your head. The calculator tells you how many hours a year sit behind them, and how much of that is left once the system does the work.
That is 5.6 working days a year going back into the sport.
At a fixed price from €1,000.00 net, every hour you save costs you €22.32 once. The year after, it is free.
Assumption: roughly 80 % of the effort disappears. That is experience from the WAT Stadlau project, not a promise. These numbers are an estimate, not a commitment.
Send the result and book a call →Hello,
I am Markus, a software engineer at adesso, one of the largest IT service providers in the DACH region. With Zukunftssicher I work for clubs and small businesses in Austria.
PRAE is our focus because clubs rarely have the budget for proper digitalisation and still benefit from it the most. Sport runs on people who give up their free time. The less of that disappears into paperwork, the more is left for the sport.
What the client says
“Lorem ipsum dolor sit amet, consetetur sadipscing elitr, sed diam nonumy eirmod tempor invidunt ut labore et dolore magna aliquyam erat, sed diam voluptua.”
What clubs usually ask.
If your question is missing, write to us. We answer even when it does not turn into a project.
What is the flat-rate travel allowance (PRAE)?
The PRAE is a tax-free and social-insurance-free flat amount that non-profit sports clubs in Austria may pay to coaches, athletes and referees. The legal basis is § 3 (1) 16c of the Austrian Income Tax Act. It requires an actual session day and traceable records kept by the club.
How much is the PRAE currently?
Up to 120,00 € per session day and up to 720,00 € per calendar month and person are tax-free. These amounts have applied since 2024. Anything paid above them is taxable and counts towards the marginal earnings threshold.
What happens if a limit is exceeded?
The excess amount becomes taxable and subject to social insurance for the person concerned. That is exactly why our solution validates the limits as data is entered: a filing above 120,00 € a day or 720,00 € a month cannot be submitted in the first place.
What is the L19 report and when is it due?
Clubs that pay PRAE must report the amounts paid out per person in a calendar year. This is done using the official form L 19 and must reach the tax office by the end of February of the following year, electronically or on paper. If the sessions have been recorded digitally all year, the annual total per person is one click instead of a reconstruction from a folder.
Do we need new software or a subscription?
No. We build the solution into your existing club website and use the systems you already pay for. At WAT Stadlau this meant no new running costs at all.
Does this work with our website?
In most cases yes. We built it for Wix and can build it just as well for WordPress, for club software with an API, or as a standalone application. In the initial call we look at your setup and tell you honestly whether it works and what it costs.
Do the coaches have to install anything?
No. Coaches log in with their club account in the browser, on a phone just as well as on a laptop. No app, no extra account, no download.
Is the digital signature legally valid?
Yes. We use the qualified electronic signature with ID Austria via A-Trust. It is legally equivalent to a handwritten signature, and for private individuals both ID Austria and the signing itself are free.
Where is the data stored and who can see it?
The data stays within the club's own environment, no additional provider is involved. Every coach sees exclusively their own filings, and every permission is validated on the server rather than merely hidden in the browser. Credentials are held exclusively server-side in a secrets store.
What happens if the tax office audits us?
Every submitted filing freezes the rates, supplements and flat rates that were used as a snapshot. Years later it is still possible to trace exactly how an amount came about, even if the rates have changed in the meantime. All records sit in one place, searchable and signed.
What does it cost and how long does it take?
We work with a fixed price that is set after the specification document, from €1,000.00 net. From sign-off to go-live usually takes three to four weeks, after which we support the first live month. There are no running costs payable to us.
What if we change hourly rates or groups later?
You do that yourself, without us. Rates, supplements, flat rates and training groups are maintained by the club in a simple table view. New values apply from a chosen date, and filings already submitted stay unchanged.
Beyond PRAE: custom solutions.
PRAE is our focus, but not everything we build. If something else eats hours every month, or your website is not doing what it should, we will look at that just as seriously.
30 minutes. Three concrete outcomes.
Whether we end up working together or not, you leave the call with three concrete things. No sales conversation, no follow-up pitch.
Book a call →PRAE check
How much time your current process costs and where the most expensive spots are.
Feasibility
Whether this works with your website and your club software, and roughly what it would cost.
An honest assessment
Whether we are a good fit, and if not, where you would be better off. No sales pitch.
A conversation costs you
30 minutes.
Pick a slot that suits you. No obligation, no sales pitch. However it turns out, you leave with a PRAE check, a feasibility assessment and an honest answer.