It can be important for companies to realize that even when employees are used to spending a lot of time on business travel, the experience can still be stressful. Traveling employees often have their own means of organization in order to keep track of bills and reimbursement receipts, but this still means that these tasks could be cutting into valuable time that is better spent on other efforts.
The Joy Of Paperwork
Two of the biggest hassles for employees who are on business travel do include receipt retention and the adjunct spreadsheets and paperwork that are required for filing on travel expenses. However, with travel expense software, these tasks are essentially eliminated. Travel expense software provides a networked means of keeping track of these expenses and even submitting them in real time.
Travel expense software also allows the company to have a better monitoring system for expenses and for employees who are on a business trip. Features such as receipt capture can allow employees to use their mobile devices to submit expense claims. While this does completely eliminate the paper work with the automated system, it also gives managers the ability to immediately assess and then confirm or deny a charge.
Further reduction in paperwork and lost productivity also comes through travel expense software, in the form that automation of the system allows for all transactions to be managed online. This applies to both the employee, who has the ability to submit on the spot, and to the managers, who can have access to travel expense information and online spreadsheets from remote terminals or mobile devices.
Loss In Many Forms
For many corporations, one of the biggest reasons for switching to travel expense software is to have the ability to have greater control over how the budget is allocated, and whether there are charges that could be questionable. From an immediate standpoint, this does reduce loss, since spending trends are easily uncovered, and possible fraud is quickly identified.
However, while the majority of internal fraud will come through travel expense modification, this is certainly not the case for all employees who travel. In this respect, travel expense software not only helps to uphold reputation, but is also gives the employee a chance to spend more time focused on the work ahead, versus stressing about maintaining receipts and spreadsheets.
What is important for companies to recognize is that lost productivity and budget drains can be a factor off the manner in which the business is run. Operational protocols that create redundant work, or lend themselves to human error can be just as detrimental as an outright fraud issue. Thus, in reducing the excess work through the use of travel expense software, companies can find that their gains are far greater than they may have expected.