Easyap has an online platform for the processing of employee expenses, with a circuit adaptable to each need, and covering the cycle from trip request to its recording in the accounts and paying, including the cycles of auditing and approval.
Employee Expense Management
This is Jeff, as an account in his company, he manages the employee expenses, like parking, meals, trips and taxis...The employees sometimes pay with the company credit card and other times they advance the money. The employees have to manually fill in the expense note, a bothersome task for which they can never find time. When finally they have completed it, they send it to their supervisor, who reviews it for approval and then sends the expense note to Javier, who spends many hours also reviewing it to tally the receipts, conciliating the credit card expenses and assigning the trips from the travel agency to the correct employees, to finally calculate everything and return what the employees paid in advance. But this is going to change.
Automating the sending, receipt and accounting of the expense notes
Jeff signs up easyap employees and includes as users all the employees who have company expenses. Now, each time they produce an expense they can register it in the expenses portal, scan the ticket or take a photo of it with their mobile. At the same time they can describe the expense, or do it later via web or order the system to send it to OCR. Once all the costs have been added to the expense note it is processed and their supervisors receive notification via email. From their computer or mobile device, the supervisors can connect to see the note and approve it electronically, the moment in which it is exported to Jeff's accounting program.
The procedure is much simpler and rapid
There are certain employees who never abide by the company expenses policy and send expenses to their supervisors to which they have no right or on days in which they have not worked, now Jeff can configure the application to block these costs, allowing only those that are approved or paying only the stipulated amount. Also, the easyap portal propose to Jeff the auditing of the notes that present fraud risk patterns. The costs that do not tally or present an exception are returned to the employee, pending approval, with all events being registered.
And what about the trip management?, for Jeff it was an authentic headache to conciliate the travel agency invoices with the employee expenses. Now the employees order their tickets through the expense portal and when this is approved, it goes to the travel agency. Once the trip is reserved the trip is exported directly to the accounting system or re-sent to the employee so that they can complete the rest of the trip expenses.
Benefits of Easyap employees
Using easyap employees everyone wins:
- The employees can find out the state of their expense process and payment at any moment
- The company expense policy is finally fulfilled
- Javier now has a tool for better expense control
- The conciliation of the travel agency invoices and of the credit cards is much easier
- Costs have been saved as the easyap expense portal does not have a user limit and only pay per note invoiced.
- Recourses have been optimized and time won; the employees and their supervisors are much happier and Jeff is much calmer, now that he also
- Counts for the experienced technical and accounting support of easyap.
Easyap employees, the indispensable tool for company employee expense management.