How can you make expense reporting easy for employees?

In order to make expense reporting easy for employees, the first thing to consider is choosing a user friendly platform that is automated and one that can integrate with the existing systems (eg. ERP software). Again, choose a platform that can manage expenses directly from employees smartphones or tablets which makes reporting easily tracked and enhances faster reimbursement. Lastly, in choosing a user friendly platform, we should consider an AI powered software that can easily filter and capture data on receipts into various categories which will reduce manual errors and fraud.

The first step is to ensure that there is a platform that allows employees submit expenses report with ease - including mobile app, if the company can embrace such. This platform, aside from being user friendly should be able to accomodate the control requirements such as scanning, categorisation, approvals, tracking and lots more. With these in place, among others, expenses reporting can be made easy.

SAP Concur is a comprehensive expense management platform offering receipt capture, automatic categorization, and mileage tracking. It also integrates with numerous accounting systems and has a user-friendly interface.

To make expense reporting easy for employees, companies should adopt user-friendly expense management software that offers mobile apps for on-the-go receipt capture and automatic categorization. Simplifying and clearly communicating expense policies, automating approval workflows, and integrating with existing payroll and accounting systems can further streamline the process. Providing training and support, along with regular feedback mechanisms, ensures employees are comfortable with the system and any issues are promptly addressed, leading to a more efficient and hassle-free expense reporting experience.

This means finding an expense reporting system that is easy to use and navigate, and that has all the features that employees need, such as the ability to scan receipts, track mileage, and submit reports electronically.

Clearly outline the objectives of the expense policy. This could include controlling costs, ensuring compliance with tax regulations, promoting transparency, and streamlining the reimbursement process. organizations can ensure transparency, accountability, and cost control in their expense management processes.

Employees should know what expenses are reimbursable and what is not, and the policies should be easy to understand and follow. However, the policies should also be flexible enough to accommodate different situations.

Simple and instantly understandable should be the intent. If the policy needs people to be trained and / or needs session to explain it then its not simple and easy enough to understand enough.

Set up spreadsheet Collect all Employee expenses receipts copy and paste into the spreadsheet. or They can send electronically via email then the Book keeper will post them into the Spreadsheet system. Also, follow the Expenses Company Policy.

Automate workflows by Embracing mobile apps. Allow employees to capture and submit receipts on the go with user-friendly mobile apps. These apps can automatically extract key information, reducing manual data entry.

As much of the expense reporting process as possible should be automated, such as receipt scanning and data entry. This will save employees time and make the process more efficient.

Here are few points to make expense reporting easier for employees : Clear and accessible policy: Ensure your expense policy is well-defined, easy to understand, and readily available. Mobile-friendly tools: Implement a user-friendly mobile app or web portal for submitting reports and uploading receipts on the go. Automated workflows: Leverage technology to automate approvals, data entry, and compliance checks, minimizing manual effort. Real-time feedback: Provide immediate feedback on submitted reports, highlighting any discrepancies or missing information. Transparent communication: Communicate updates, policy changes, and reimbursement timelines clearly and consistently.

Invest in a comprehensive expense management system that offers automation features such as receipt scanning, expense categorization, approval workflows, and integration with accounting software.

An example i've seen, there still big corporate living in manual workflow which impact for timely report submission. This give negative impact as the staff need to allocate more time to meet the deadline. Hence,arise another problem which is no work life balance. As the world expanding thru technology,it is a must for a company to start embracing the technology and grow together with the staff and indirectly the staff feels supportive.

Implement changes and improvements based on the feedback received from employees. Collaborate with relevant stakeholders, such as finance teams, IT departments, and end-users, to implement solutions that address identified issues.

Get feedback from employees on the expense reporting process and make changes as needed.?This will help to ensure that the process is easy to use and meets the needs of employees.

Recognize and reward employees who consistently comply with the expense reporting policies. This will help to encourage compliance and make the process more positive for everyone.

Implementing these strategies, organizations can create a positive culture of compliance with expense management policies and incentivize employees to consistently adhere to established guidelines.

1. Setup expenses cost back to basic for each level and cost category also approval layer; 2. Setup standard operational procedure expenses claim report; 3. User friendly system for advance request approval up to realisation reporting Or expense claim reimbursement which the supporting document upload tools and automatic approval process layer that can be automatically send a notification through whatssapp or email reminder; 4. Setup timetable for all process, from submitting, approval, refund (applied for advance realisation) and payment.