Online expenses reduce paperwork for SMEs

Using Expenses online, companies can reduce administration and paperwork, while avoiding employee frustration and demotivation arising from unpaid or delayed expense claims. Paperwork is eliminated from the process, and both claimant and employee can be sure where claims are in the approvals and payment pro.

Expenses online allows employees to enter general expenses or car mileage claims anytime of the day or night, and from any Internet-connected location. Scans or smartphone photos can be uploaded of those all-important receipts in support of claims.

Based on the generic icon design of the other products in the Cloud B2B Solutions family, Expenses online is extremely easy to use. The claimant can build up claims daily, weekly or on any other timescale to suit their needs, submitting the whole claim when they are ready. The company can set periods for claims to match accounting or payment policies and procedures.

Once submitted, the claims go to a customised ‘tree’ of approvers, who have the option to approve, reject or cancel claims. Claimants have access to their own claims dashboard at all times, with their status shown by colour coding, and they are kept up to date with progress via SMS messaging or email.

Once approved, the expense data details can be exported as a CSV file to an accounts / payment system, or passed to a payroll service company for action.

“Putting expense claims on screen is far more efficient than the old paper claim form with stapled batches of receipts that often fall off or get lost in the approval process”, said Pam Roberts, Cloud B2B Marketing Manager. “With the claimant able to monitor progress to payment, the uncertainty is taken out of the whole process that can, using the old methods, lead to staff being out of pocket and disenchanted.”