Compleat Employee Expenses

Overview

Compleat Employee Expenses browser software enables organisations to take a strategic approach to automating the employee expenses process, delivering significant productivity improvements, automation of corporate expenses policies and delivering more timely and accurate management information and cashflow reports. 

Manual Employee Expenses Pain Points
All organisations recognise the tactical pain points of a manual employee expenses process:

• Slow and laborious process to complete the claim.
• The cost and time to submit toan approver.
•  The approver’s timely access to the expenses claim and the time required to approve.
• The cost and time for the approved claim to be passedto accounts.
• The time and cost of addressing corporate credit card claimsand approval.
• The cost and time required to code up the expenses claim for posting to the ledgers.
• The cost and time required to audit the expense claim against valid receipts.
• The time and cost to ensure that both corporate and HMRC policies are being adhered to.
• The implications of late payment when the individual is using their personal credit for corporate expenditure.

The real cost of manually processing a single expense claim varies from £25 - £80 each, reflecting the painfully slow and tedious manual methodology – it is a boring job for everyone.

The automation of Employee Expenses is a major corporate win – win. The people that raise, approve and audit claims are always delighted and the company increases the corporate control over the expenditure, and saves time and money by doing so.

Employee Expenses Automation
Consider the impact on the productivity and efficiency of the entire organisation if the current laborious and paper intensive employee expenses spreadsheets process was replaced with Compleat Employee Expenses software.
Compleat Employee Expenses software automation delivers the following benefits:

• Improve Productivity With a Paperless Process:
  A single, seamless paperless process, from the capture of expenditure items, through to the approval processes and final posting to the accounts. It also simplifies and automates employee expenses capture, approvals and posting to the ledgers, saving time for everyone involved.
• Corporate Expense Policy Enforcement:
  Reduce costs through automatic policing of corporate expenses policies, including mileage rates, car multiple occupancy rates, hotel costs (etc) during expense claim creation.
• Credit Card Download: Automate the capture and expense form creation for most corporate and personal credit cards through standard credit card download functionality.
• Automation of General Ledger Coding: Automated G/L coding at point of entry through the use of common expense templates with relevant calculations saves time and provides the month end accrual for unapproved claims.
• On-Line Access: Expenses capture, submission and approvals can be undertaken from any location with a local network or internet connection.
• Scanned Receipts: The ability to scan and submit receipts with each claim.
• Automated Accounts Update: Claims are automatically posted to ledgers on final approval.
• Compleat Buyers Group: Lower costs by utilising better prices.
  Compleat Employee Expenses automation reduces the month end burden on everyone involved in the process, saving time and money.
  Compleat Employee Expense automation is unique because it captures both the claim information AND automatically generates the associated financial accounting information during the creation oft he expense claim. 

Automated “Dynamic” Workflows
Compleat is designed to automate even the most complex workflows and approval processes, removing the need for the user to take any action. The workflow is configured to consider the value of an expense claim, over budget or out of policy expenditure, the appropriate management approval and finance audit and approval processes.

As each user completes their task, Compleat reviews the transaction profile and automatically forwards the transaction to the next individual or group for action (or just approves it). There is also the option to generate an email notification that there is an action required.
The result is the automatic implementation of a formal employee expenses process where the desired corporate disciplines take place every time.

Document Management
Compleat Employee Expenses is delivered with the ability to attach electronic documents in a very broad range of formats.

Compleat also supports tight integration to most leading document management software and can be configured to deliver a very high level of automation in the capture and attachment of documents.

Ease of Use and Productivity 
Every organisation has a large proportion of their workforce that is involved in submitting and approving the finance processes.

The importance of ease of use is fundamental. In order for the organisation to get the best value, everyone involved in Employee Expenses will need to use it and that requires training. Then there are the joiners and leavers, so training is an on-going requirement.

First time users can be successfully trained on the day to day use of Compleat in as little as 30 minutes, as the consistency and ease of use of Compleat is comparable to many websites. And because Compleat Employee Expenses is a browser application, most staff find it extremely easy to use.

The productivity gain for each user is very significant and all will recognise how much easier, faster and more convenient Compleat is compared to the manual process.

The most common comment from users is “how on earth did we manage before”. The answer is they spent much more time doing it.

Compleat Buyers Group (CBG)
Compleat Employee Expenses can benefit from the introduction of the Compleat Buyers Group.

CBG takes the process one significant step forward. CBG reduces the costs of what organisations already buy and then maximises those savings by making sure the staff always use the preferred suppliers at the preferential prices.

CBG suppliers include fuel cards, hotel groups and travel operators, reducing the cost on core employee expense activities.

Compleat also provide Compleat Purchase to Pay automation