365expenses

Introduction

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 is designed to integrate with all currently versions of Microsoft Business Solutions including the latest Dynamics 365.

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 Microsoft Azure Cloud and clients have the option of purchasing a licence or paying per user per month irrespective of whether they have the software on premise or in Microsoft Azure.

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.

Return On Investment

We aim to have our clients achieve an ROI within 8 to 12 months of go live. Learn how....

expense@work V6 Intro from systems@work Limited on Vimeo.

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Features

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 calculated automatically.

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.

Expense Forms can be used to manage travel requests, cash advances, expense claims, and credit card statements.

Organisations can devise workflow rules for authorisation and review, including additional conditional steps based on expense types, document values and other settings.

Easy Expense Claim 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.

Mobile App Support

Our expense@work iPhone & Android Apps allows users to upload expense claims and other forms based data from their mobile device.

Images and audio can be captured by the employee on the move and managers can also authorise forms from the app.

Administrators can limit the forms and data that is available on the phone and allow employees to partially complete and upload receipts and data which can then be completed at the desktop or laptop.

Alternatively forms can be immediately submitted for approval when uploaded from the mobile device.

Standard or Customised Expense Forms

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

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.

Advanced 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.

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

Extensive 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.

Corporate & HMRC Policy Enforcement

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.

Policies 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 Calculations

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.

expense@work can also calculate distances between postcodes and other specific addresses.

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

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

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 the major 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).

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 Microsoft Dynamics 365 and all previous versions of Microsoft Business Solutions.

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

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Accessible From Anywhere

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 there is a dedicated app for iPhone and Android.

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Choosing Expense Management Software

Learn about how to select and implement an Expense Management System.....

About Us

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 10 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 expense 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 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.

Read More About Compliance

Learn how systems@work software ensures compliance with internal, HMRC and Bribery Act regulations.....

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, including subsidence damage claims which are not the responsibility of licensed coal mine operators. It deals with mine water pollution and other mining legacy issues.

One of the UK’s largest and longest established investment houses & asset manager, known for its long-term and conviction-led approach to investing., with more than 80 years’ experience.

The Bank has an explicit mandate in domestic and European legislation to contribute to financial stability in Ireland and at euro area and EU levels.

Lloyds

Arts Council of Wales

Premier League

INSURANCE MARKET

ARTS CHARITY

SPORTS BODY

With expertise earned over centuries, Lloyd’s is the foundation of the insurance industry and the future of it. Led by expert underwriters and brokers who cover more than 200 territories, the Lloyd’s market develops the essential, complex and critical insurance needed to underwrite human progress.

Arts Council of Wales is the country's funding and development agency for the arts. Their vision is of a creative Wales where the arts are central to the life and wellbeing of the nation.

The Premier League is the organising body of the Premier League with responsibility for the competition, its Rule Book and the centralised broadcast and other commercial rights.

Brit

Greenpeace

RFU

GLOBAL INSURER

GLOBAL CAMPAIGNING

SPORTS BODY

Brit is a market-leading global specialty insurer and reinsurer, focused on underwriting complex risks. They have a major presence in Lloyd’s of London, the world’s specialist insurance market provider, and a significant US and international reach. 

Greenpeace defends the natural world and promotes peace 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, with 2,000 autonomous rugby clubs in its membership.

Twin & Twin Trading

Electralink

Monex Europe

GLOBAL NGO

ELECTRICITY INDUSTRY

FOREIGN EXCHANGE

Twin is a development through trade NGO working with 33 producer organisations representing 300,000 coffee, cocoa and nut smallholders in 17 countries across Latin America, Africa and Asia.

ElectraLink was created by the UK’s Electricity Distribution Network Operators (DNOs) to provide an independent, secure and low-cost service to transfer data between the participants in the deregulated UK electricity market.

Monex Europe is a leading global provider of deliverable foreign exchange. Since its inception, Monex Europe has seen consecutive years of double-digit growth derived from organic business development.

“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

In 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 Processes

expense@work eliminates the data duplication, manual intervention, process inefficiencies and time lags inherent in manual based systems. expense@work will interface to all major financial systems and ensure accurate and timely data transfer.

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.