Integrate Expense Management Software
Integrate expense management software into the PeopleSpheres platform to simplify your expense management reimbursement requests by connecting your accounting service with the bank.
Seamlessly handle your expenses
Be informed in real-time with notifications as soon as one of your employees submits a reimbursement request on whichever expense reporting software you are utilizing. Analyze business expenses by customer or project and go completely paperless by exporting data to the accounting service. Leverage the connectivity of management solutions with the PeopleSpheres platform, such as the communication between the expense management and accounting software that makes it possible to easily manage and pay all types of expenses, including:
- Business meals expense
- Business travel expense
- Mileage allowances
- Other travel expenses
Simplify expense management for employees
Enter and register reimbursement requests and receipts online with expense distribution by type. The reimbursable amount is automatically calculated and the reimbursement process is sent via email to the manager. Consult expenses records at any time and track the approval process. How does it work?
Just like the digitalization of payslips, the digitalization of expense reports makes it possible to limit the use of paper. Employees only have to scan or take a photo of the receipts with their smartphone which gives them access to the expense report management software. On the easy-to-use software, employees simply have to record the reimbursement requests and expense reports by type (transport, meals, etc.). They can easily add a comment or an attachment directly to the expense report form via the mobile application. The expense report request is automatically sent to the manager by email, then the employee receives a notification of validation or refusal. If the employee needs to know where the refund request is, he can consult his expense history at the expense report software at any time. The cloud-based software integrates and communicates perfectly with the PeopleSpheres HR platform solution, thus streamlining the employee experience and increasing employee satisfaction.
Empower your managers to keep track of employee expenses
Easily manage expenses by integrating expense management software that allows managers to validate or reject reimbursement requests and automatically notify their decisions to employees. Managers can consult and analyze expense records by processing period, expense type, employee, or analysis focus (client, project…). They can punctually or permanently delegate the rejections or approvals of reimbursement for business expense requests, if absent. The management system allows managers to get a clear overview of expense management and reimbursement requests through dashboards and summaries.
Optimize expense management for HR professionals
Accelerate and simplify reimbursement request management and involve your employees in the expense management process with our HR platform. Define reimbursement methods according to the type: real fees, real caped fees, flat fees, or mileage scale. Manage expenditure ceilings and get automatic alerts when expenses incurred that exceed the authorized ceiling. The expense management system also offers multi-currency entry including the exchange rate that is daily updated.
With the mobile app, the processing of your expense reports will be faster than ever since your employees will be able to manage the expense directly on their mobile devices. The expense management solution allows you to connect company bank cards in order to process expense reports quickly and efficiently, you only have to define the repayment terms by nature, such as capped fees, actual fees, etc., and reimburse your employees in a single click. By grouping the expenses of your employees by project or by month, you facilitate the management of expense reports by the project.
Upgrade your HR management
Optimize your expense management processes, save time, and reduce expenditures by controlling and administrating all expenses efficiently by tracking expense evolution. Increase your profitability by making your ROI faster and more visible.
Easily set up a company policy on expense and reimbursement and track your employees’ expenses. Assign employees maximum billable amounts that cannot be exceeded depending on the type of expense. Analyze your expenses on the dashboard with detailed reports and easily export your data to the accounting system. Not only does PeopleSpheres connect expense and accounting, but with our configurable platform, you can also connect your payroll software. This way employees can receive timely reimbursements right to wherever they receive their pay.
Advantages of Integrated Expense Management Software
For employees
- Request reimbursement on expenses directly on your computer or mobile device
- Track the validation process in workflows of expense reports
- Receive automated calculations of reimbursable expenses
- Get alerted in case of refusal or validation of expense report requests
For administrators
- Define reimbursement conditions by type
- Create alerts for any large expense exceeding your expense policy
- Leverage automatic recoverable VAT calculation
- Grant advancements on specific costs
For managers
- One-click validation or rejection of reimbursement requests
- Monitor and track request history on dashboards and summaries
- Report on expense reports by period, category or analytical axes
- Delegate the validation/rejection of expense reports in the event of absence
The benefits of a paperless expense management
- Save time
- Facilitate communication between employees and decision-makers
- Simplify the processing of sorting and archiving expense reports (thanks to the automation of alerts and notifications)
- Reimburse your employees in one click
- Stay in compliance (receive reminders of compliance, digitized legal expense reports)
- Inform/be informed in real-time with alerts and notifications
- Reduce your environmental impact
- Import your expense reports using the mobile app
- Export your expense reports using the mobile app
- Interactivity between PC/mobile/tablet
- Avoid losing your employees’ receipts
Optimize the management of your expense reports
The expense report is a document or invoice allowing your employees to be reimbursed for their professional expenses. These professional expenses can be of different natures: transport, dinner, accommodation, etc. The employee wishing to be reimbursed must however prove that these expenses are professional, that the amount respects the ceilings defined by the company, and obtain justification for such an amount.
There are many other regulations concerning expense reports. With numerous rules and laws, it can be complicated to be informed of all of them and know how to apply them. PeopleSpheres allows you to always be in compliance with the various existing regulations.
Save time managing expense reports
Managing expense reports can take a lot of time: re-entering the data, photocopying the various invoices, filing them, making the reimbursement decision, and choosing the reimbursement amount… According to a 2017 Opinion Way study, managing a single expense report requires 27 minutes. PeopleSpheres helps you save that time by automating expense report management. With PeopleSpheres, your employees only have to take pictures of the various invoices they wish to be reimbursed on. All you have to do is accept or reject the expense report. Choose the reimbursement method so that your employees are reimbursed as soon as you have accepted their requests. When managing expense reports, it is possible to encounter various problems, such as:
- Lost expense reports or receipts
- Unreasonable expenses, given the circumstances
- Invalid expense reports
All these points are avoidable with rigorous administrative management. However, careful expense management takes a lot of time. PeopleSpheres helps you in the management of expense reports. For example, our platform allows you to set up ceilings to avoid errors in expenditure. Don’t worry about losing any more supporting documents as they will be stored automatically, and access statistics and dashboards to keep control over budgets.
The digital management of expense reports essential to the company
Managing expense reports is an important task since it can represent a certain budget for companies. It is therefore important to choose a management tool that will help you manage your expense reports efficiently and simply. Our tool, PeopleSpheres, offers your employees the opportunity to gain autonomy and be more responsible in the management of their expense reports.
Ready to integrate expense management software?
PeopleSpheres is the best HR solution to manage your people. We help you develop a solid and flexible connecting HR platform to sustain your business.