Retail
Regional manager site visits
Fuel, meal and accommodation spending on branch visits is recorded during the visit; there are no receipts left to collect at month end.
Receipts in the system the moment they are photographed, not in a shoebox
Employees photograph a receipt from their phone, the amount and date are read off it, and a policy breach warns immediately. Approved expenses connect to accounting and, where needed, to payroll.
What this runs on today
- An expense form spreadsheet
- envelopes of receipts
- an email approval chain
Expense management
It all comes together in one module.
Entered from the same screen, tracked from the same place.
Why it is needed
What happens without this module
The three situations we run into most often. If one of them sounds familiar, we have something to talk about.
- 01
Receipts collected at month end
Spending is reported when the month closes rather than as it happens; receipts go missing and items get forgotten.
- 02
Policy stays verbal
Daily meal and accommodation limits may be written down, but a breach is only noticed during the accounting check.
- 03
Advances never close
How much of an advance was spent, and how the remainder gets offset, can get lost in the follow-up.
What it does
What the module covers
Every item is a real screen or flow in the product; we walk through them one by one in the demo.
Expense entry by photo
Amount, date and VAT are read from the receipt photo; the fields an employee has to type are kept to a minimum.
Approval by amount
Different approval chains are built by expense type and amount threshold; small items close with the manager.
Policy checks
Daily meal, accommodation and travel limits are defined in the system; a breach raises a warning at the point of entry.
Transfer to accounting
Approved expense reports transfer to ERP and accounting systems; double entry and manual keying disappear.
Advances and offsetting
An advance is requested before travel and closed with documents on return; the remaining amount is offset against payroll.
Expense analysis
Budget-versus-actual comparisons are produced by department, project, employee and expense type.
How it works
The cycle in four steps
Once it is set up, every period runs in the same order, and most of the steps happen on their own.
- Step 01
Spending recorded
The receipt is photographed; amount, date and category are filled in automatically.
- Step 02
Policy checks it
Limit breaches and missing documents are flagged before it goes for approval.
- Step 03
Approval chain runs
The steps set by amount approve or return it from mobile.
- Step 04
Payment and accounting
The approved report transfers to accounting; if there is an advance, the offset is calculated.
Data flow
A link in the chain, not an island
The same data is entered once. What this module takes in and produces is below — you do no extra work to move data between modules.
Neyden beslenir
- Employee recordsEmployee, department and salary data
- Org chartApproval steps
Expense management
Takes the data in once and shares the same record with the other modules.
Neyi besler
- PayrollAdvance offset and amount payable
- ERP and accountingExpense entry transfer
- ReportingBudget and cost dashboards
In the field
How it is used, and under what constraints
Not promises with numbers, but real setups. Let us go into the one closest to yours in the demo.
- Logistics
Travel costs and advances
The driver gets an advance before departure and closes it with spending on return. The remainder is offset in payroll.
- Professional services
Tracking by project
Every expense is tagged to a project; items to be rebilled to the client are reported separately.
FAQ
Frequently asked about Expense management
Amount, date and VAT fields are read from the photo and presented for the employee to confirm. If a reading is wrong the field can be corrected by hand; the document is attached to the record either way.
Usually set up alongside this one
Let’s see the Expense management module with your own data
A demo is not a presentation: we build your scenario and run it on screen. You leave with a written proposal covering scope and timeline.