Expenses Management Solution

How Can Automated Expense Management Software Benefit Businesses?

Credit Card Statement upload

Credit Card statement data from your card provider is imported into the solution and routed to the cardholders in-tray for completion.

Mobile receipt capture

Our mobile receipt solution can capture almost any paper receipt, optimise automatically, and ensure they are digitally and securely stored for retrieval at any time.

Approval and QA workflow

All of our accounting software solutions include the same workflow options for review and approvals, and the chance for your claim to be QA checked and approved.

Multi currency & multi company

No matter where in the world you are, or which currency you’re working in, Documation captures receipts and processes expense claims with haste.

Realtime posting & retrieval integration

With our Enable platform, which already integrates with multiple finance systems around the world, we can guarantee the most up-to-date posting and retrieval of expense claims

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Documation can provide a solution to almost any information management or document processing challenge. Contact us now to find out how our expense tracking software can help.

Easy-To-Understand Expense Management Automation Video

Documation’s Automated Expense Management Software

Track employee expenses claims, gain access to manage expense reports and make fewer errors through our expense management tools. Why automate expense management processes? Automatically process business expense claims, removing the need for manual entry of receipts. Finance teams will reduce time spent processing and expense tracking errors will be eradicated.

Claims can be approved and validated hassle-free

Choosing an automated expense management software means expense claims can be routed for quality checking depending on the situation. Taking into consideration the Claimant, the Expense Line type, or even the Policy validation before deciding on the route for authorisation, we can decide on what approach or direction to take your claim in before being routed for final review.

Recorded cash advances available

Need to provide receipts and accountability for an advance? All of our cash advances can be recorded so that you’re covered no matter what. The same workflow options that are available for standard claims such as QA checking, final reviews and the ability to approve expenses are also included with this solution.

Quick and accurate browser-based claim creation

With browser-based claim creation, you can be sure that each claim will be completed quickly and easily. You’ll receive expense reports which contain a full view of each receipt image, while machine learning technology guarantees quick and accurate claim completion. Our account solutions can help create and automate the expense reporting process so that you can keep on top of employees expenses with ease.

Claims can be made for one person on behalf of another

The option to make claims on behalf of another is both simple and easy, with a process that is hassle-free and quick to complete. A document that summarises your claim will be created and displayed with any claim data that’s available, and stored for any future purposes.

Receipts can be easily and automatically optimised

If you’re still using traditional expense management process that deals with paper receipts, rest assured that by capturing them with your mobile phone or tablet can make handling them a lot easier. They will be automatically optimised and stored digitally in a secure and personal wallet, ready to be associated with any claim you want to create.

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How We Work

“Listen, understand, respond. These three pillars underpin our belief that the best solutions come from getting to know you, your business and your pain points. Only then will we propose a solution that best fits your needs.” John Wallace

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The Platform

Our Expenses Management Solution is based on our flexible, robust, fully scalable software platform ‘Enable’.

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Why Choose Documation’s Expense Management System?

Manual and traditional expense management is a daunting task for both managers and employees. The manual data entry required to create an expense claim requires both accuracy from the employee and the manager to ensure the expense management process is followed, the expense information is correct, the expense policies are adhered to, the expense receipts are present and lastly, the expense approvals completed. Opting for an automation expense management software with a human touch, can help eradicate errors, produce significant cost savings and speed up manual process throughout your accounting teams.

Expense Tracking

Whether you’re involved with large enterprises or running a small business, businesses of all sizes will have company spending and business expenses, whether its through credit cards, corporate cards, cash advances or petty cash and the expense management process is often a time consuming and arduous task with little time for the expense tracking, or expense reporting that the finance team need to carry out.

Documation’s automated expense management systems use an intuitive interface and utilises machine learning and AI to process and track employees’ expense claims and help reimburse payment on time. Expense information is available to all the finance team, increasing visibility of the status of the claim, and allows them to share this status with the employee.

User-Friendly App

One of the key features within our expense software is the mobile app to capture receipts, track expenses and view and approve claims. This user-friendly mobile application means there is never a delay on an expense approval and receipts can be securely captured and matched to claims on the go. Claims can be raised on behalf of employees, and all the business rules and policies are embedded into the expense management solution, mitigating the risk of fraudulent claims and ensuring there is a smooth reporting process.

A full audit trail is visible for every touch of the claim from creation to payment and integration with finance and accounting systems, such as Microsoft Dynamics, which means automated expense reports are available from the general ledger too, The expense management software works with multiple currencies, has corporate card integration and the ability to import statements from Mastercard, Visa and Amex for easy reconciliation of an expense request.

Cloud-Hosted

Documation Expense Management software is operated as cloud hosted, licence based, custom pricing models, meaning that increases in claims does not mean increased IT costs, leaving business of all sizes from larger organisations to small businesses have a scalable software solution with no additional costs. Documation are ISO27001 certified solution provider so you can ret assured your data will be protected.

All our software solutions are built on our Enable platform by Documation’s community of consultants, developers, account managers and support team who are experts in the field of finance process automation. With a passion for building long-term partnerships with our customers, we pride ourselves on being experienced, smart, dedicated, organised and very good to work with.

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Here are the latest results from a research project asking our customers what they think of us.

95%

Rated us for listening and communication.

90%

Rated us for pro activity.

92%

Rated us value for money.

Our Testimonials

“A massive thank you for all Documation have done thus far with our project. I know we aren’t the easiest client but I am genuinely excited about the system and its implementation.”

Ian Westlake, Head of Procurement
“Documation are customer focussed and approachable. They are well balanced between delivering a service, demonstrating their expertise whilst always listening”

Nancy Easey, Central Finance & Project Improvement Manager

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“One of the real key things for us was Documation’s understanding of what our requirements were which made it really easy for us to get the solution that we wanted. They listened to our needs and offered advice and recommendations in line with our budget.”

Kerry Bailey, Strategic P2P Manager

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Expense Management FAQs & Information

Expenses Management FAQs

Documation’s automate expense management system is a perfect fit for a range of businesses that are looking to upgrade their expense management processes. Our systems suit:

✓ Organisations, operating on a national and international level, interested in unifying their expense management processes for greater efficiency

✓ Businesses looking to reduce the quantity of systems and software suppliers currently in use for monitoring expense claims

✓ Accounting teams seeking a customised solution that can be adjusted to meet specific demands while remaining adaptable to future growth

What is expense management software?

Our expense management solution captures receipts and processes expense claims quickly and easily across departments, countries and continents in multiple languages and currencies. You can use it to track employee expenses claims, automatically process business expense claims, eliminating paper and leading to the removal of manual receipt entry.

What are the benefits of an expense management solution?

An expense management solution provides a range of advantages across various departments. It simplifies expense monitoring (lowering the risk of mistakes and ensuring adherence to company policies), automating tasks such as receipt capturing, approval workflows, and reimbursement, and increases efficiency for employees and management within the expense entry process.

How does the process work with your expense management system?

Implementing an automated expense management process initially starts with our Data Capture Robot which collects data and uploads to our App, the claimant fills in additional information with the help of our Robo Assistant based on your business rules and procedures. This then goes to our Quality Control Robot which checks receipts against codes, information and business rules – once checked, this will go to Approval Robot for Manager approval. After the manager has approved the expense claim, Workflow Robot sends the claim to the AP department – the AP team then approve the claim or send for referral which is auto-uploaded to ERP. Finally, the ERP integrates with payroll for employee reimbursement.

Can your software improve expense control?

Real time reporting within expense management automation means that control of spend can be reported on at any time. Internal spending policies can be embedded in the expense management software for access by the claimant – this ensures non compliant claims are impossible to make, increasing the control of employee expenditure.

Does it provide insights into employee spending patterns?

Featuring a user-friendly interface, Documation’s Expense Management Software Solution integrates machine learning and AI to optimise the handling and monitoring of employee expense claims. Working with other accounting systems, our platform empowers the finance team with comprehensive expense information, enhancing claim transparency and enabling efficient communication of claim statuses to employees.

Does Documation’s expense management software integrate with other finance systems?

Our platform (which can be delivered in the Cloud or On-Premise) can be fully integrated with finance systems such as: SAP, Sage, Aptos, SmartStream, Oracle E-Business Suite, Microsoft Dynamics 365 and many more.

Finance Automation Solutions

Why stop at trying to fix your expenses management problems? The experts here at Documation have developed a range of industry-leading finance automation solutions that can help your AP team with their processes.

Accounts Payable Automation

Our AP automation software provides a range of solutions for your accounts payable team.

Invoice Matching System

Put an end to manual processing with our automated three-way invoice matching solution.

Procure to Pay Software

We provide industry-leading P2P systems to those that are looking to improve procurement processes.

Remittance Delivery Solution

Our system delivers remittances to your suppliers electronically, saving costs and improving efficiency.

Statement Reconciliation

Statement Reconciliation is the ultimate control to close the loop in AP and ensure balances are accurate.

Contact Us

Here at Documation, we’re experts in all things finance processing so if you have any questions regarding our automation solutions, please get in touch.

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