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Skip the Training – Win staff by making travel expenses management easy, intuitive and on the go

From the Editor

Let’s face it, people hate filing their business expenses and this means you and your colleagues in accounts teams can be left to solve a jigsaw puzzle. From tracking down elusive receipts to delays in employee reimbursement, via clunky systems and impenetrable policies, travel and expenses management can be a prolonged and painful process.

 

As an accountant, you know how disruptive the downstream effects of delays in expenses being submitted. You can’t generate accurate expense reports or track spending because you have no idea what business expenses are going to be claimed. You are then hit with a flood of claims at month or year-end and you can struggle to accurately bill customers without visibility of employee business expenses. But what if your colleagues across your organisation were encouraged to submit claims as they incurred them? What if you could equip them with an expenses app, an online expenses tracker that captures their receipts and streamlines cost reimbursement? What if your colleagues could use their expense management software with practically no training? You would have visibility of the current position, analytics would be enabled, cash flow improved and much more besides. So, how does making expense management easy, on-the-go and intuitive for users deliver these benefits? 1. Mobile-enabled expense report apps – The main reasons business expense claims are delayed is because users have to be in the office to submit them, or they need support from Accounts Payable teams. Give people an expense on demand app on their phones and they will keep track of business expenses as they’re incurred. Make that system usable without any training and finance teams can focus on accounts payable duties, because users won’t need on-going support. Functionality like automatically tracking and filing routes for mileage cost calculators, and creating e receipts by storing and submitting photos of receipts, frees your people to add value. 2. Automate all business expenses policy elements – Answering “what expenses can I claim” questions at runtime, whether there are ceilings on claims, as well as prompting users to enter required information as they enter travel expenses claims can deliver key wins too. Employees know where they stand, line managers don’t have to police claims and Accounts Payable have clean claims to deal with and can track spending on global expenses. 3. Streamlined receipt checking and sign-off – By removing the human element from policing claims, line managers have significantly reduced workloads related to employee business expenses. The expense management software takes care of the policy side of the process, so only responsibility for checking and sign-off remain – and these tasks can be allocated as your business sees best. 4. Deploy configurable systems with intuitive UIs – Employee reimbursement policies change, as do the laws and regulations governing them. It can be impossible to keep all employees up-to-date with all these changes. If you can easily make updates to the system yourself and users are prompted to complete the relevant points by intuitive UIs, staff don’t need to know about the changes. They’re prompted to complete cost reimbursement claims without needing training or knowledge about current regulations, rates or relevant expense account codes. Business expenses management doesn’t have to be a nightmare. The technology exists, much of it in our smartphones, to free finance teams to focus on accounts payable duties and end users and line managers to focus on their own core functions. To find out more about you can ease the pain business expense management causes you, visit our Travel and Expenses site or contact us here.

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