Employee Expenses
Travel and expense management is time-consuming, complicates project allocation, and offers little visibility.
easyapIP centralizes the entire process in a single portal, automating reporting, policy-based approval, and accounting in the ERP system in an agile way with minimal maintenance.
Travel and Representation Expense Control
Current Reality
Employees waste a lot of productive time on the preparation, approval, and accounting of expense reports. Allocating these employee expenses by project or cost center is always a challenge. Despite their high aggregated amount, their analysis and reporting are deficient.
Our Proposal
easyap provides its clients with an easyapIP portal to comprehensively manage the employee travel and expense management process.
easyap’s solution is quick to implement and requires minimal maintenance, covering expense reporting, approval based on company policies, and subsequent automatic accounting in the enterprise management system.
Benefits | Employee Expenses
- Significant increase in productivity, with consequent cost savings
- Improved analytical capability, allowing for the detection of areas for improvement
- Support in applying internal policies
- Accurate expense provisioning
- Minimizes the risk of non-deductibility of expenses
Expense Report Management
These are the steps that information follows in the expense report management process, from user entry of expense reports via the web to subsequent notification to the employee.
What is easyap Employees?
An online platform for processing employee expenses, with a customizable workflow for every need, covering the cycle from travel request to accounting and payment, including audit and approval cycles.
Who is it for?
For companies of any size that wish to avoid their employees wasting time on justifying internal expenses, by improving and optimizing accounting processes, and ensuring compliance with internal expense control policies and approval rules.
Why Use It?
- Cost savings of over 50%.
- Variable cost based on the number of sheets processed.
Key Features of Employee Expense Management
Creation of output/accounting file.
Avoiding duplicates is possible by leveraging the data completed by the user when creating an expense report to generate a file in an importable format for the accounting system. A variety of formats and files are available and adaptable.
Expense Control.
Finally, it’s possible to implement adequate control of spent amounts according to internal rules on expense nature, amounts, professional category… and without depending on the subjective judgment of the reviewer/approver.
Access and creation from any device
With internet connection, using any browser. Images taken from mobile devices (photos of receipts) sent by email can be used to create reports, and the image can serve as supporting documentation in any stage of the process.
Approval Workflow
Expense reports will be automatically assigned for review (approved/rejected) based on easily configurable rules, which allow for multiple approval levels with “and” / “or” conditions.
Workflow with different statuses.
Enables the participation of approval and accounting departments. Participation in previous stages of the travel request/booking processing area. Complete visibility for the finance department.
Credit card transaction upload.
Creating sheets for review and processing. Complete reconciliation of expenses incurred with credit card charges.
Logging of all events for audit purposes.
Logging of all events on each sheet, indicating the event type, who performed it, when, and comments. Control of pending tasks and follow-up by aging.
Reports.
Online information to the user on the status of completed sheets. Tracking reports and measurement of critical process variables. Information for the accounting, treasury, and finance/expense control departments.
What is the Employee Expense process with easyei?
easyapIP is a web tool with a specific module to efficiently process employee expenses in companies. The following diagram describes the most significant steps of the processing flow.
A. Travel Request:
1. Employee requests pre-approval for travel
2. Approval/rejection by manager
1. The employee incurs an expense
B. Agency quotes the trip:
1. Flight/hotel quotation
2. Quotation validation
3. Quotation acceptance
Once the trip is booked, it is directly exported to the accounting system or forwarded to the employee to complete the remaining travel expenses.
2. Expense Sheet Creation:
- From mobile device
- From computer
- Importing credit card transactions
3. Expense Policy:
Control and application of company expense policies based on employee category, expense nature, amount.
4. Expense Sheet Approval/Rejection:
Expense sheets automatically assigned to approvers based on easily configurable business rules
One or several approvers and according to a defined sequence
5. Accounting in ERP:
Automatic creation of accounting entries in client ERPs
Mapping of expense concepts to accounting accounts
As many levels of analytical accounting as required
Credit card reconciliation
6. Expense Sheet Audit:
Proceduralized based on configurable criteria
Fraud detection
VAT recovery
We highlight …
- Formal Validations: transactions are validated prior to sending to the corresponding Tax Agency
- Error Management Workflow: handling of first and second level rejections
- Mapping and Logic: adaptation of coding according to the requirements of the corresponding Tax Agency
- Feedback from the Accounting System based on received responses (transactional control)
- Online consultation of data reported to the corresponding Tax Agency and verified query.
- Capability to manage Modifications and Deregistrations
