Expenses Automation
Employee Expenses automation increases the productivity of everyone involved in the process whilst enforcing corporate expenses policy at source. It addresses the problems of a manual employee expenses system.
The Problem: A manual Employee Expenses Process
Paying employee expenses on time is important, but the process is laborious and tedious for everyone involved. Norman fills out the form, attaches the receipt for his sandwich
and sends it to his boss. His boss checks it when he can, signs it and sends it to accounts.
Accounts, check it again, make sure Norman’s sandwich is an allowable cost, whether it can be recharged to a client (which one / how much and when), code it up and post it to the ledgers. Some weeks later, Norman gets his expenses paid.
Like most of his colleagues, Norman waits until the last moment before submitting expenses but expects them to be paid on time. So he is always asking if they have been approved and when they will be paid. Worse, the cost of processing the expenses claim was many times the cost of the sandwich.
The Solution: Life with Compleat Employee Expense
The introduction of Compleat Employee Expenses automation has made sure Norman gets paid what he is due on time – and that he is very careful on exactly what he claims every time.
Norman now downloads his personal credit card information into Compleat and then deletes the items that are not relevant. He knows he isn’t going to forget something and more importantly, either run over his personal credit limit or pay interest on money he spent on behalf of the organisation.
Every expense line is automatically checked against corporate policy and Norman can make sure all of the claim is valid before he sends it off for approval. Norman also scans his receipts and attaches the electronic copy to his claim, so he is no longer reliant on the post or internal mail system. The moment he submits the claim, he knows his boss has them, wherever his boss may be in the world. Norman is also notified immediately they are approved, so can avoid the difficult conversation when payment is delayed because his boss didn’t sign them off in time.
Now his claims always get approved in plenty of time before the payment run.
Employee Expenses and Austerity
Norman’s manager is happy. He deals with the approvals of dozens of claims each month and it now takes minutes instead of hours. Better still, he can view and approve claims from anywhere that has an internet connection, instead of having to be at his desk. He also knows that any exceptions to organisational policy will be highlighted and all his staff check with him first before submitting them. Once approved, he knows the claim is immediately with the accounts department for final checking and posting to the ledgers.
Norman’s manager also likes the fact that his own corporate credit card is now downloaded by the organisation and he receives an expense claim form for all transactions and just has to add the detail of what it was for and whether it is rechargeable. Gone are the days spent filling out expenses after a hectic month of travelling as it now takes a few minutes.
The accounts department is also happy. The Compleat Expenses system means that they can “see” every expense claim within the system and know who raised it, when it was raised, who approved it and when it was approved. Better still, all claims will have already met the organisational expenses policy and the general ledger coding is done automatically for the vast majority of claimed items, cutting out a huge amount of work.
All that is left is to check the receipt matches the claim and once approved, it is automatically posted to the purchase ledger account for each individual and then paid through a monthly BACS payment run.
The new policy that all expenses have to be raised by the end of the first week in the month means that a single report provides a detailed analysis of the committed expenditure, which is then accrued for and the factual number forms part of the management accounts and cashflow forecast.
Every one wonders how they ever managed before
About Compleat Employee Expenses Compleat Employee Expenses automation software is a 100% browser based application designed specifically to be used by all staff that have little or no experience or expertise in utilising business automation software. Staff user training can be achieved in as little as half an hour demonstrating the unique “ease of use” of Compleat.
Compleat Employee Expenses can be deployed on a Microsoft SQL server platform either locally or on a hosted environment.
Compleat provides tight “packaged” integration with most leading accounting software products including Infor FMS SunSystems, Microsoft Dynamics GP, SAP Business One, Pegasus Opera II & 3, Sage 50 / 200 / 500 / 1000 and CODA Dream. The range of supported accounting systems is being continually extended.
Compleat also provide Compleat Purchase to Pay automation.