The Trivaeo Expense Manager app may be used by any business as its main expense report management function or expense management software tool. Employees use it as a spending tracker, a money management app, expense tracker, a receipt scanner or a daily expense manager. With its built in expense claim form handling it is able to accept the attachment of images or scanned receipts that are then submitted by the employee to the employer for reimbursement. It provides the business with a complete expense report app that breaks down submitted expenses by department which helps to provide immediate oversight of spending by department or area of the business. It can also be used as a mileage tracker app so that employees can submit travel expense claims based on the mileage that they drove to attend meetings, travel to airports or visit customer sites. Business receipts may be scanned, photographed and uploaded, or receipts from stores, restaurants and suppliers may be uploaded and attached to expense claims which prevents delays usually associated with the submission or original receipts. An integral sign off or business expense approvals process is also included so that your business workflows to receive, validate and approve expense claims is also handled automatically
For a companys' employees the best receipt scanner is one which is easy to use and they all have the means of using. What better than the smart device? Any camera enabled smart device may be used to take photographs of receipts and upload them, directly attaching them to a real time business expense claim. For a business the best outcome is that all expense claims include receipts so that Tax and other rebates for miles travelled or sales taxes may be claimed back. The Expense Management Software app from Trivaeo does all of this. It provides the executive team with a monthly expense sheet overview of expenses by each department across the business whilst at the same time making it easy for employees to see the current status of their expense claims at any time.
Money management is a critical focus area of any business. One of the largest spends after employee salary costs is on the cost of sales or the cost of doing routine business. Expense Management is a tool that helps a company responsibly and transparently handle expense claims originating from employees in the course of their duties. It can be used as a daily expense tracker by each employee, allowing them to submit the full claim with all business receipts attached at the end of the week or as they occur. It's approval and notification process means every stakeholder is aware of the status of an expense claim and where it is in its process at any time. The ability to link directly to Project Management and Task Management means it's easy for your business to tie expenses directly to the source; making time and materials based commercial agreements possible or even viable. The best business expense tracker app is one that works for the both company and its employees. That is exactly what this application does. It's capabilities include;
For employees the expense manager can be used as their daily expenses app. It is easily accessible online from PC's, Tablets or Smart Devices and Phones. The ability to submit any expense claim type in a mixed format in one submission really helps as the employees can mix mileage tracker with travel expenses with hotel bills, food, entertainment and so on and submit the overall claim as a single block of expenses when they have finished the trip. The tie in to Projects and Tasks helps them reduce typing and errors by incorrectly submitting claims with weak descriptions or even against the wrong client or customer. For employees the solution works as an expense report, mileage tracker app, receipt scanner, spending tracker and daily expense manager in one go.
Employees will typically receive receipts in a variety of forms for travel, meal, parking, tolls as well as incur personal costs for mileage and other expenses incurred. These are recorded and submitted either standalone or against Projects and their associated tasks. Scans or Photos of receipts may be uploaded with each claim to speed processing, approvals and validation. A simple online form is used to submit any claim which itself may be made up of multiple receipts
According to the details of the selected workflow the expense claim is submitted into an approvals process. You may setup your own preferred notifications and alerts so that the relevant stakeholders in your business are informed of the newly submitted expense report. It may either be declined or approved in accordance with your policies at the time. Any change in the expense claim status is immediately sent to the employee or claimant.
Once an expense claim submission has been reviewed by the line manager or other stakeholder as defined by your own process the employee is notified of the outcome (approved or declined with any supporting notes). They are notified both in an eMail and to their My World dashboard inside the solution. You may wish to notify your accounts payable team of the approved status so that they can process the claim to physically reimburse the funds claimed by the employee without frustrating delays.
The Expense Management App is actually a foundation building block of the larger eHuman Resources Suite. Breaking it out on its own makes it available as a stand alone application for use by companies that don't need the much broader eHuman Resources capabilities for their employees. If your company uses or plans to use the objectives, 360 degree reviews, absence management, timesheets or holiday management as a routine function of your employees activities then we strongly recommend purchasing the eHuman Resources application for each employee as it will work out to be much more cost effective over time.
Whilst a very simple application from an employees perspective the employees do love it because it gives them complete control over their expense claims. The ability to review their expense report and its current status when ever they like is loved. The 'my world' dashboard of expense claims acts as an expense and spending tracker and allows their phone to act as an expense scanner too. The ability to mix different types of receipts for different purposes on a single claim for a single trip is liked a lot too because that's how your mobile workforce thinks when travelling day to day; in terms of visits, trips, flights, meetings, events, projects or customers.
The tight integration into the Project Management and project tasks allows your project managers to see the out of pocket expenses incurred by your business activities during projects and also take part in the approvals or notifications process if that's how you want it to work! The at a glance views of how departments are generating expenses helps your business leadership function to encourage or discourage travel and impact the cost of sales based on real time data. The automatic notifications to the accounts payable or payroll team when expenses have been approved speeds up processing and reduces errors too.
We shouldn't forget to mention the auto document management function that puts all submitted receipt attachments (photos, scans or other documents) into a distinct logical 'folder' in your documents area so that they can be easily found directly associated with each submitted claim. It makes things like auditing easy too with its granular audit history trail of every action taken on a claim by date/time and owner. This really is the best expense manager app available to small and medium sized businesses today, and comes FREE inside the main eHuman Resources Application or can be purchased as a standalone application if your business doesn't need anything but a dedicated expense tracker to keep things ticking along.
This single expense management software app quite happily acts as an expense report, receipt scanner, spending tracker, expense tracker and daily expense manager. It does it all.