systems@work

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.

Your Choice

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

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

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Expenses

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Expenses

Timesheets

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Case Studies

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Deployment & Pricing

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Learn About Our Products

Deployment & Pricing

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