Expense Management

For more than 15 years, systems@work has been at the forefront in the development and implementation of world class expense management solutions.

Our team of experts advise clients on expense policy best practice and we partner with them to implement solutions which ensure compliance with both internal policies and legislative requirements.

Our Expense Management solutions are used by many of the world’s leading organisations ranging in size from 20 to 5,000 employees. We have solutions to suit the needs of all business types and can deploy “out of the box” pre configured systems as well as highly customised solutions.

Our solutions are rapidly deployable, highly configurable and can be  implemented as either on premise or cloud based services.

Our expense management solutions automate the entire employee expenses claim process and integrate with all major Financial Systems including Infor SunSystems, Microsoft Business Solutions, SAP, Coda and Sage.

Organisations deploying our solutions ensure internal and regulatory expense management compliance, exceptional financial control and powerful expenses reporting.

Our software is renowned for its ease of use and is implemented in organisations throughout the UK, Ireland, Europe, Asia and The United States.

Further Reading
Financial System Integrations
  • Infor SunSystems
  • Microsoft Business Solutions
  • SAP
  • Coda
  • Sage
Sector Experience
  • Insurance & Finance
  • Energy
  • Public Sector
  • Not For Profit
  • Property
  • Sports
  • Media
Our Solutions
  • expense@work
  • cloudexpenses.com
  • 365expenses.com

 

 

 

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expense@work is an enterprise class expense management solution for organisations ranging in size from 25 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.

expense@work is renowned for its ease of use and is implemented in organisations throughout the UK, Ireland, Europe, Asia and The United States.

expense@work is available both as an “On Premise” solution or via the systems@work Cloud.

Introduction Videos

 

“Organisations that automate their expense claim process
reduce out of policy expenses by 40%
and reduce reimbursement cycle times by two thirds”
– The Aberdeen Group

 

 

 

Ease Of Use

0640-form-4expense@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 calculated automatically.

 

Customisable Forms

Multiple forms can be setup and configured in expense@work depending on data capture requirements.

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Different form types can be made available to groups of employees (so for example US based employees see a different form than UK employees) and all or some employees can have multiple form types available on their home screen.

 

Workflow

The expense@work routing rules and workflow engine enables forms to be routed to multiple approvers throughout the organisation based on a combination of definable factors:

  • Forms can be routed based on reporting lines.
  • Forms can be routed based on spending limits.
  • Forms can be routed based on project selection or other customisable rules.

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When employees submit their expenses they are given a clear visual representation of where the expense claim is being routed for authorisation.

 

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 to analyse data by a variety of factors including Employee, Department, Supplier, Spend Level, Project, Cost Centre and Grade.

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Reports can be configured as required and made available to some or all individuals based on role or other criteria.

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Compliance

One of the most important functions available in expense@work is the ability to enforce corporate expenses policy. Rules can be configured in expense@work to ensure that employees enter all required information and the system can then validate the expense claim at the point of entry and advise the employee if there are any problems with the claim.

1400-hotel-excessPolicies can be set at a global, country, departmental or individual level and configured to be either advisory warnings or rejections.

Additionally, submission messages can be created which require employees to acknowledge their understanding of company policy. 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.

 

Mileage

expense@work forms can be configured to automatically calculate reimbursable mileage amounts based on HMRC or taxation authority guidelines.

Alternatively mileage calculations can be based on company policy and can vary depending on vehicle type, vehicle ownership and other factors such as employee role or location.

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expense@work tracks employee mileage and automatically changes the reimbursement rates based on company or taxation rules.

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Finance, managers or employees can view reports at any time showing miles and mileage claimed by employees.

 

Mobile

Employees can complete expense claims on the go using expense@work’s dedicated iPhone and Android Apps.

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Travel Requests & Cash Advances

expense@work enables organisations to manage all aspects of employee expenses and travel.

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Employees can request permission to travel in advance of incurring any expenses and forms can be routed to the Line Manger 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.

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Full visibility of Travel Authorisations requested and approved is also available in expense@work.

 

Credit Cards

expense@work has been integrated with all the major Credit Card Providers and Financial Institutions.

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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).

 

Carbon Footprint Tracking

Organisations are increasingly, recognising the important role that employees play in implementing effective carbon management programmes and expense@work allows organisations and employees to track and report on their carbon footprint as they submit their expense claims.

Corporate employee travel is a significant contributor to global CO2 emissions and the carbon footprint tracking tool in expense@work provides a simple and highly effective method of monitoring employee emissions.

Carbon Footprint By Employee

 

Finance 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.

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expense@work also interfaces to other business applications such as Payroll, HR and bespoke Practice Management solutions.

 

Remote Access

Mobile Expense Management

Because expense@work is browser based it can be deployed within your organisation but still be available to employees in any location. expense@work supports HTTPS and also VPN based setup and access can also be granted over mobile devices such as iPhone and Blackberry.

 

Summary

Proven Pedigree – expense@work has been implemented in organisations throughout the UK, Europe, Asia and North America. Over the past decade expense@work has established itself as the leading mid-market expense management solution.

Exceptional Reporting – One of expense@work’s core strengths is the power and flexibility of its Analysis & Reporting engine. The integrated browser based reporting combined with the power and flexibility of the reporting toolset will provide extensive reporting functionality.

Improved Business Process – expense@work will eliminate the data duplication, manual intervention and time lags inherent in manual based systems.

Quick & Easy For End Users – expense@work enables employees to enter expense data quickly and effortlessly using forms that are so easy to use that no end user training is normally required.