Example of expense@work on laptop


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 organisation with on-the-road consultants, salesmen, lawyers, advisers or technicians.

Expense submission

Expense submission

Employees submit expenses using smartphones, tablets or PCs. 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.

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.

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.

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.

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.

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 authorisation.

Manager approval

Manager approval

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

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.

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.

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.

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.

Contract management

Contract management

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

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.

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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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Accuracy in reporting has improved significantly. Reports are viewed online, and corrections are made more rapidly. All necessary documents are provided more quickly. We have reduced the time spent on approving and correcting forms by about 50%.

Marina Nekrasova, Treasury Operations Manager

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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

Watch case study