It's Your Choice!

Expense Management Software

use

on premise.

on cloud.

expense@work automates employee expense management & integrates with all major Financials including SunSystems, Microsoft Dynamics, SAP, Coda and Sage.

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on cloud.

on premise.

Your Choice

Expense Management Software

expense@work automates employee expense management & integrates with all major Financials including SunSystems, Microsoft Dynamics, SAP, Coda and Sage.

Expense Management Software

expense@work is the industry leading expenses software solution for organisations in the public and private sectors.

As an enterprise class expense management software solution expense@work is suitable for organisations ranging in size from 10 to 10,000 Employees.

expense@work automates the entire organisational expense management process and integrates with all major Financial Systems including SunSystems, Microsoft Dynamics, Dynamics 365, SAP, Coda and Sage.

Organisations deploying expense@work as their Expenses Software ensure internal and regulatory Expense Management Compliance, Exceptional Financial Control and Powerful Expenses Reporting.

expense@work can be deployed either on our Expense Management Cloud or as an On-Premise Expenses System and irrespective of which deployment option you choose you can either purchase the software outright or pay on a per user per month basis (you can learn more about our Expenses Software Pricing options here).

Learn more about expense@work functionality in the slide show below or alternatively:

on premise.

on cloud.

Enterprise Class Expense Management Wherever You Choose

expense@work is an enterprise class expense management solution for organisations ranging in size from 10 to 5, 000 Employees. expense@work automates the entire employee expenses claim process and integrates with all major Financial Systems including SunSystems, Microsoft Dynamics, SAP, Coda and Sage. Organisations deploying expense@work ensure internal and regulatory Expense Management Compliance, Exceptional Financial Control and Powerful Expenses Reporting.

Explore Features

Easy To Use

expense@work enables employees to enter expense data effortlessly. Employees can select expense items and other data from easy to use drop down fields to speed up entry and eliminate errors. VAT and foreign exchange rates can be calculated automatically. Different form types can be made available to different groups of employees (so for example US based employees see a different form than UK employees) and employees can have multiple form types available on their home screen. Forms can be used to manage travel requests, cash advances, expense claims, and credit card statements and workflow rules can be setup for authorisation and review.

Quick & Simple Form Entry

expense@work enables employees to enter expense data quickly and effortlessly. Employees can select expense items without needing to understand or know any account code information. Forms can be designed with drop down fields to speed entry and eliminate errors. VAT and foreign exchange can be calculated automatically.settings.

Mileage Calculations

expense@work automatically calculates reimbursable mileage amounts based on HMRC or taxation authority guidelines. Additionally, mileage calculations can be based on company policy depending on vehicle type, vehicle ownership and factors such as employee location. expense@work can calculate distances between post codes, zip codes and other addresses.

Finance System Integration

One of the primary benefits of implementing an automated expenses management system is the elimination of time consuming and error prone transaction rekeying. expense@work is unrivalled in its integration credentials and will export transactions in the appropriate format for all major financial accounting systems. expense@work also interfaces to other business applications such as Payroll, HR and bespoke Practice Management solutions.

Mobile App

Our mobile app makes data entry a breeze for field staff and employees on the go. Receipts and audio notes can be attached to claims and all the rules and data validation available on the desktop is automatically synchronised with the employees mobile device.

Submit and authorise expenses from anywhere and if you are unfortunate enough to find yourself without a signal, the systems@work Mobile App works in offline mode also.

Alerts and notifications of pending actions are pushed straight to your mobile device.

The systems@work Mobile App enables employees and managers to submit, authorise and manage expenses on the go.

Submit From Anywhere

Receive Notifications

Save Time

RAPID EXPENSE ENTRY & RECEIPT CAPTURE

Break Free From The Desk

Gifts & Hospitality Management

In addition to capturing expense information, many organisations use our software to track gifts and hospitality (given and/or received). This has become particularly important since the introduction of the 2010 Bribery Act when it became a legal requirement for companies to scrutinise and authorise the giving and receiving of corporate gifts and client entertainment. Copies of receipts or information about the event can also be displayed on the screen.

Detailed & User Friendly Reporting

expense@work includes an extensive range of reporting options to ensure that employees, management and finance have full visibility over expenses expenditure. Reports can be configured as required and made available to some or all individuals based on role or other criteria. Reports can be in dashboard format (as above) or transaction reports with drill down to line detail can also be produced. All data can be exported to Microsoft Excel and other business software as required.

Travel Requests & Cash Advances

expense@work enables organisations to manage all aspects of employee expenses and travel. Employees can request permission to travel in advance of incurring any expenses and forms can be routed to the Line Manager for approval and then (optionally) on to the Travel Department who can make the travel arrangements if required. Employees can be required to enter either general information relating to their travel or alternatively very specific details about the flight and hotel arrangements they are planning. Full visibility of Travel Authorisations requested and approved is also available in expense@work.

Credit Card Import

expense@work has been integrated with all UK and Overseas Credit Card Providers and Financial Institutions. Credit Card transactions can be imported into expense@work and will automatically be assigned to the appropriate employee who can then review the statement and add any additional information required (such as justification notes or client details). In addition Credit Card statements can be pushed to the employee's mobile device for remote completion and authoristation or query.

Corporate & HMRC Policy Enforcement

One of the most important functions available in expense@work is the ability to enforce corporate expense policy. Rules can be configured to ensure that employees enter all required information and the system will validate the claim and advise the employee if there are any problems. Policies can be set at a global, country, departmental or individual level and configured to be either advisory warnings or rejections. Submission messages can be created which require employees to acknowledge their understanding of policy and these messages can be configured on a per form basis so that employees in different jurisdictions or with different roles see messages that are tailored to them.

on premise.

on cloud.

Further Reading

Explore Features

Mobile

Use smartphone and tablet devices from any location to enter and approve expenses.

Receipts

Digital images of receipts can be uploaded from mobile or desktop.

Credit Cards

Easy import and analysis of employee credit card expenditure from all major banks.

Compliance

Ensure compliance with taxation legislation and corporate expenses policy.

Integration

We integrate with all major finance, accounting and payroll systems.

Reporting

Sophisticated reporting options allow review of expenditure in summary or detail form.

Workflow

Sophisticated rules allow forms to be routed for authorisation based on expenditure limits.

Configuration

Fully customisable options allow tailoring of the system to suit your requirements.

Go Mobile

EFFORTLESS CAPTURE

Organisations using expense@work, time@work or forms@work can rapidly deploy those applications to their employees mobile devices allowing upload of receipts & data for authorisation.

“It's is very simple to use, claiming expenses has never been easier”

systems@work User - North America

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Intuitive Interface

EASY TO USE

Employees can quickly select and submit their form. Administrators have full control over what is available to employees and data can be selected with effortless ease.

“I needed no training and I was up and running in minutes”

systems@work User - United Kingdom

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Multiple Form Types

FORMS FOR ALL NEEDS

The systems@work Mobile App allows multiple forms types to be available to the employee. Alternatively you can restrict access based on the forms you want to be available on the mobile device.

“All my forms are now available on my mobile”

systems@work User - Ireland

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Easy Data Entry

CAPTURE & SUBMIT QUICKLY

Users can select from drop down fields to quickly and easily enter information. The systems@work mobile app will validate all data entered based on the rules that are configured in the system.

“I can quickly enter my expenses as soon as I incur them”

systems@work User - Australia

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Distance Calculations

AUTOMATIC MILEAGE CALCULATIONS

For users who subscribe to our Mileage Calculation Service the app will automatically calculate the distance between postcodes, zip codes or GPS coordinates.

“Now I don't have to guess the distance travelled”

systems@work User - London

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Receipt Capture

ONE CLICK & ITS DONE

With the systems@work Mobile App users can quickly snap a picture of their receipts and attach it to their claim.

“No more scanning and no more paper!”

systems@work User - Dublin

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Timesheet Data

QUICKLY ALLOCATE TIME

In addition to expenses, the systems@work Mobile App can be configured to allow time@work users to submit timesheet data.

“I can now capture time as I work on my projects”

systems@work User - Prague

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Audio Notes

SOMETIMES ITS EASIER TO TALK

Sometimes its easier to talk. With the systems@work Mobile App you can submit audio recordings and explanations for submission to the authoriser or perhaps just as an aide memoire.

“Sending audio with my expenses helps explain things quickly”

systems@work User - Hungary

Learn More

Go Mobile

USE THE APP FOR FAST & EFFORTLESS CAPTURE

Learn More

Intuitive Interface

EASY TO USE

Learn More

Multiple Form Types

FORMS FOR ALL NEEDS

Learn More

Easy Data Entry

CAPTURE & SUBMIT QUICKLY

Learn More

Distance Calculations

AUTOMATIC MILEAGE CALCULATIONS

Learn More

Receipt Capture

ONE CLICK & ITS DONE

Learn More

Timesheet Data

QUICKLY ALLOCATE TIME

Learn More

Audio Notes

SOMETIMES ITS EASIER TO TALK

Learn More

OUR

CLIENTS

Global Brands Using Our Software

The Coal Authority

M&G

Central Bank Of Ireland

PUBLIC BODY

ASSET MANAGEMENT

FINANCIAL REGULATOR

The Coal Authority manages the effects of past coal mining. It also deals with mine water pollution and other mining legacy issues.

One of the UK’s largest and longest established investment houses & asset managers, with more than 80 years’ experience.

The Irish Central Bank has a mandate in Irish & European legislation to contribute to financial stability.

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Lloyds

Arts Council of Wales

Premier League

INSURANCE MARKET

ARTS CHARITY

SPORTS BODY

Lloyd’s is the foundation of the insurance industry and is led by expert underwriters & brokers covering more than 200 territories.

The Arts Council of Wales is the country's funding and development agency for the arts with a vision for a creative Wales.

The Premier League organising body with responsibility for the competition, its rule book, broadcast and other rights.

Brit

Greenpeace

RFU

GLOBAL INSURER

GLOBAL CAMPAIGNING

SPORTS BODY

Brit is a market-leading global insurer with a major presence in Lloyd’s of London and a significant US and international reach. 

Greenpeace defends the natural world by investigating, exposing and confronting environmental abuse, and championing solutions.

The Rugby Football Union is the national governing body for grassroots and elite rugby in England.

Twin & Twin Trading

Electralink

Monex Europe

GLOBAL NGO

ELECTRICITY INDUSTRY

FOREIGN EXCHANGE

Twin is a development through trade NGO working with 33 organisations in 17 countries across Latin America, Africa & Asia.

ElectraLink was created by the Electricity Distribution Network Operators to transfer data between participants in the UK market.

Monex Europe is a leading global provider of deliverable foreign exchange enjoying consecutive years of double-digit growth.

OUR

CLIENTS

Global Brands Using Our Software

Central Bank Of Ireland

FINANCIAL REGULATOR

The Irish Central Bank has a mandate in Irish & European legislation to contribute to financial stability.

The Coal Authority

PUBLIC BODY

The Coal Authority manages the effects of past coal mining. It also deals with mine water pollution and other mining legacy issues.

M&G

ASSET MANAGEMENT

One of the UK’s largest and longest established investment houses & asset managers, with more than 80 years’ experience.

Premier League

SPORTS BODY

The Premier League organising body with responsibility for the competition, its rule book, broadcast and other rights..

Lloyds

INSURANCE MARKET

Lloyd’s is the foundation of the insurance industry and is led by expert underwriters & brokers covering more than 200 territories.

Arts Council of Wales

ARTS CHARITY

The Arts Council of Wales is the country's funding and development agency for the arts with a vision for a creative Wales.

RFU

SPORTS BODY

The Rugby Football Union is the national governing body for grassroots and elite rugby in England.

Brit

GLOBAL INSURER

Brit is a market-leading global insurer with a major presence in Lloyd’s of London and a significant US and international reach. 

Greenpeace

GLOBAL CAMPAIGNING

Greenpeace defends the natural world by investigating, exposing and confronting environmental abuse, and championing solutions.

Monex Europe

FOREIGN EXCHANGE

Monex Europe is a leading global provider of deliverable foreign exchange enjoying consecutive years of double-digit growth.

Twin & Twin Trading

GLOBAL NGO

Twin is a development through trade NGO working with 33 organisations in 17 countries across Latin America, Africa & Asia.

Electralink

ELECTRICITY INDUSTRY

ElectraLink was created by the Electricity Distribution Network Operators to transfer data between participants in the UK market.