Example of expense@work on desktop, tablet and mobile

Corporate expense management

Manage and automate your expense reimbursement processes. Get an instant overview of employee expenses. Enforce policies and limits. Track and submit transactions using your PC, iPad or smartphone.

How it works

Expense management system expense@work is simple to use and efficient to deploy.

Expenses controlled are expenses saved. Useful for any medium to large organization with on-the-road consultants, salesmen, lawyers, advisers or technicians.

Expense submission

Expense submission

Employees submit expenses using smartphones, tablets or PCs. In the mobile app Optical Character Recognition (OCR) is available for transaction date, gross value, currency, VAT value and vendor. The system’s interface is simple and intuitive and almost no training for end-users is required. Photographs or scanned receipts are easily attached to each transaction and forwarded for approval.

Example of expense submission in expenseatwork
Expense approval

Expense approval

Managers are notified by email and App notifications of claims requiring their approval. Managers may review these at summary or detail level before deciding whether to approve, request additional information or reject each form or transaction.

Example of expense approval in expenseatwork
Expense posting

Expense posting

Once approved, forms are forwarded to accountants for further statutory checks, including VAT. Once an employee’s balance against advances has been confirmed, transactions are posted to the accounting system for reimbursement directly or through payroll.

Example of expense posting in expenseatwork
Business trip request

Business trip request

Employee must sometimes submit details of proposed business trips, together with requests for advances in local or foreign currency.

Example of business trip request in expenseatwork
Business trip approval and advance payment

Business trip approval and advance payment

Managers may approve or reject each business trip request. Once approved, a request is automatically forwarded to the finance department who make the necessary advance to the requesting employee.

Example of business trip approval and advance payment in expenseatwork
Employee reimbursement

Employee reimbursement

On returning from a business trip, the employee will submit all relevant expenses. expense@work automatically calculates meal allowances, compares actual expenditure against advances and determines a reimbursement value for management authorization.

Example of employee reimbursement in expenseatwork
Manager approval

Manager approval

Managers are notified of expense claims requiring their approval - approving, requesting additional information or rejecting each claim.

Example of manager approval in expenseatwork
Reimbursement and billing

Reimbursement and billing

All expenses are checked by the finance department in respect of VAT calculations and supporting documentation as well as tax deductibility and a final amount for reimbursement is determined. Expenses are posted automatically to an accounting system and the employee is then reimbursed.

Example of reimbursement and billing in expenseatwork
Credit cards

Credit cards

Credit card statements are uploaded to the system and distributed to employees for completion. Once validated, expense@work routes completed statements for approval and subsequent posting.

Photo of credit cards
Absence and overtime payment requests

Absence and overtime payment requests

Any employee request that requires approval by one or more managers (for example, absence, overtime, or sample requests) can be submitted by an employee using a dedicated configured form. Depending on the request type or the requested value, expense@work can route each form through simple or complex approval workflows.

Example of absence and overtime payment requests in expenseatwork
Incoming invoice approval

Incoming invoice approval

Incoming invoices may be scanned and routed by expense@work for approval by relevant departmental managers, line managers or project managers. Current approval statuses and notes may be checked at any time. On posting, expense@work will generate the appropriate accounts payable journal for the financial system.

Example of incoming invoice approval in expenseatwork
Contract management

Contract management

expense@work also enables the storage and retrieval of contracts and other documents related to suppliers or customers.

Example of contract management in expenseatwork
Mileage

Mileage

expense@work enables the tracking of company car mileage. Once mileage details have been recorded by an employee, the system determines the appropriate rates and calculates reimbursement values before sending the form for approval.

Photo of mileage book
Next process

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US: (+1) 802 585 5962
Europe: (+420) 284 001 611
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We help organisations control and reduce their employees’ expenses.

All your expenses in one place

The system best accommodated IPSA’s requirements. IPSA learned that the program was able to record MP’s paid or rejected expense claims at a publicly accessible website where their expenses could be reviewed in detail.

Quote from IPSA case study

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With the help of expense@work, it only took three months to finish a complete digital transformation from a purely manual expense management process. This transition made things easier for us, which resulted in saving half of the working hours of one financial accountant. The process of travel expenses approval, reimbursement of business trips, and petty cash has become much faster and all documents are now digitally archived and easy to find. I believe that the mobile version of the expense management solution will be equally successful.

Jan Matoušek, Accounting Manager

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With the expense@work implementation, we have resolved our need for online submission of employees’ expenses. The product’s real-time reporting and particularly its capacity for budget checking is helping us greatly to obtain a quick and clear overview of our sales campaigns and overall financial figures.

Rémi Duflot, Chief Financial Officer & Chief Operation Officer 2017-2018, Yves Rocher Romania

The system best accommodated IPSA’s requirements. IPSA learned that the program was able to record MP’s paid or rejected expense claims at a publicly accessible website where their expenses could be reviewed in detail.

Quote from IPSA case study

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