Expenses happen, and therefore so must expense management.
There are expenses to record, receipts to be kept (and allocated), reports to be reviewed, and reimbursements to be calculated. This app is a remedy and covers more than just the most necessary functions. It starts with an employee’s monthly expense report, moves it through a two approval stages, and ends with a report for the finance department.
Each employee opens a monthly expense report, uploads scanned receipt images into it, and assigns each receipt to a category and cost center. Distinctions can be made between private and corporate credit card payments. Everything gets automatically calculated and prepared for submission.
All documents are stored cleanly and digitally, and they are both connected to the report to which they belong and stamped with metadata that indicate where they come from and what they mean. You can search for them as documents and go to the reports to which they belong when desired, but you can also do things like finding all receipts for a particular project (or category) or from a particular employee across multiple months.
An expense report’s status will change as different people review it, and at each stage, different people are allowed to do different things. While unsubmitted, the employee can modify it. Once submitted, their immediate manager can approve or reject it. Once approved, a higher-level manager can provide final approval or (again) reject it. During any stage, the employee can withdraw the report to make changes and then resubmit it. Every choice is recorded in an activity log, and every choice updates the report’s status. There’s a final stage where the finance department acts on the report as well. Rather than sending the report around, reviewers are sent requests to navigate to the report; depending on what the status is and who the user is, he/she will see the right options (or, depending on who/what is going on, no options at all). At any point, managers and finance need not wait for email reminders; they can see which reports are awaiting action and act on them in batches.