Expense Claims Management

Expense claims are paid out every month but is it not always clear what outputs were achieved nor what is recovered with expenditures. This disconnect comes at a high cost.

The Challenge

Employees claim for a range of travel expenses (e.g. flights, travel and accommodation) or physical expenses (e.g. gantry fees, parking and fuel). While claiming for these expenses is commonplace, a surprising number of companies still require employees to submit their expenses manually and on a monthly basis.

This approach generates an enormous amount of paperwork and manual processing, which may result in calculation errors. Not only are busy employees left stuffing their pockets, wallets, and briefcases with wrinkled receipts, but finance often needs to process and calculate all of these claims during their busiest time of the month. When salaries and month-end need to take priority, the last thing you want is something slowing the process down.

The Solution

With our easy to use solution, employees can effortlessly capture and submit their expense claims throughout the month. Whether the claims are for kilometres travelled, out of town allowances, gantries passed or other necessities, employees simply photograph their receipts and upload the images as supporting documentation for each claim.

When expenses are claimed for, the information is available through the solution’s reporting feature and employees can us the data to support their tax submissions. No need for them to check their calendars, kilometres, or calculations per month, as the system retains and provides this information, extending the value to employees not just employers.

The travel claims portion of the solution caters for employees who need to book flights, accommodation, and transportation, and request a subsistence allowance for the duration of their trip.

The solution caters for both local and international travel. Employees can simply specify the currencies that they need for their travels. The solution is flexible enough to support your company’s unique authorisation rules, the gathering of multiple quotes, and the communication between the requestor and the approver.

Requestors receive a digital itinerary which lists the flights that they have been booked on, including any connecting flights. They also receive confirmation detailing the transportation that they will be provided, details for their accommodation, and any other relevant information. If any advanced payments, or cash payments for taxis, visas and so forth are required, then these expenses can be included in the initial request. Physical proof of the actual expenses incurred can be captured by the employee when they return from their journey.

Employees can capture any additional expenses and supporting evidence after the fact, thereby closing the loop between the expenses that they incurred and the company’s reimbursement thereof.

In an age where so many business functions are already automated, if your expense claim management process still relies heavily on manual processing – it’s time for a change.

Our solution streamlines the calculation, submission, and reimbursement of any approved expenses that your employees incur on behalf of your company, while reducing the risk of fraudulent or erroneous claims.