For people that use more traditional expense report methods, one of the biggest obstacles in the attempt to organize the expenditures incurred during a business trip is, ironically, the method of organization itself. Traditional expense reporting is “post-dated” in that the report is usually made at the end of a trip. Filling out normal expense reports requires a company form, and this is something that isn’t required during the course of a normal business trip. The receipts, however, are a necessary part of the process, so these need to be gathered and carried around over the course of the day until they can be added to a pile in the hotel room, and then, upon the return trip home, sorted out and collated along with the actual expense report that now needs to be filled, filed and submitted.
This traditional process requires a lot of minute, detailed organization on the part of employees who are just trying to do their actual job, and, after the fact, have to try to account for myriad financial transactions to ensure that the company has a clear understanding of where money was spent and who—if anyone—is entitled to compensation. Even if you try to introduce a more systematic means of organization into this process, this requires the employees themselves to brush up on this system and make sure they follow it, which can be an even more time intensive endeavour.
Unless, of course, you build the structure into the system itself so that employees don’t have to worry about it.
Online & Organized
With automated expense report software like ExpensePoint, the software itself can be just as organized as you need it be, and it can handle the minute details so that employees on a business trips don’t have to. Receipt imaging systems can take photos of every receipt as they are produced, meaning they don’t have to be kept and filed. Expense report categories can be formatted beforehand so that when employees make their real time expense reports, they can automatically add them to whatever category or system you designate. Because these reports are stored online, finance departments can view the reports themselves and even make corrections and advise employees about these adjustments so that errors or inconsistencies don’t just make an appearance at the end of a trip but can be quickly found and addressed well before.
With automated expense report software like ExpensePoint, you can incorporate your preferred system of organization and categorization into a system that will automatically maintain it and enforce it with your employees. This means that neither you nor other employees need to worry about following the structure, it’s already there, waiting to be properly used.