Web and mobile expense management - no more spreadsheets, paper receipts or re-keying data.
iDocuments Expenses is an easy to use web-based and mobile expense management solution that enables expense claim expense claims to be created, submitted, stored, reviewed, approved, and audited online using one complete solution.
The system uses intelligent pop ups for items such as mileage, entertainment or subsistence claims. When created the system will automatically calculate the amounts to be reimbursed, whilst storing key auditable information. Making easy for the user to submit and the finance team to approve.
Intelligent approval workflows mean that each expense claim is routed to the correct budget holder or authorizer for approval with email alerts built in.
iDocuments Expenses also produces audit reports, ensuring compliance and provides valuable real time web-based business intelligence to help organisations to minimise its overall spend. Documents Expenses can be stand alone or can integrate with your existing back-office finance system meaning no re-keying of data.
ANYWHERE EXPENSE ENTRY AND APPROVAL
Allow your workforce and managers to add and approve expenses anytime, anywhere via web, cloud and mobile platforms.
CORPORATE CREDIT CARDS
Import the monthly business credit card transactions for your organisation in one easy upload, ready for individual credit card users to verify and submit transactions on their card for posting to your ERP/Finance system.
BUSINESS ENTERTAINMENT EXPENSE RECORDING
Capture business entertainment expense details for HMRC tax compliance.
AUTOMATED SUBSISTENCE ALLOWANCES
Configure your corporate allowances so that expenses are submitted within your Corporate policies, complete with the supporting documentation you need.
Configure your corporate mileage policies and vehicle rates to auto-calculate mileage rates and rate bands. Give your workforce access to their personal mileage data.
ELECTRONIC MANAGEMENT OF RECEIPTS
Receipts may be scanned and attached to an expense claim or photographed on a mobile device to automatically generate an expense claim. Receipts may be reviewed at any point in the approval process and are saved with the claim.
REIMBURSE APPROVED EXPENSES AUTOMATICALLY
Expense claims are posted to your ERP/Finance system user record for automatic reimbursement.
TRACK PROJECT EXPENSES
Expense claims can be submitted by project code or by your required analysis codes so you can easily track expenses against metrics such as project, cost code and department.
SELF-SERVICE EXPENSE SUMMARY
Give each member of your workforce self-service access to their personal expense history, approval status and mileage claimed for the tax year.