How You Benefit

Best in class Expense Report Software

Compliance with company expense policies. Easy to use expense management system. Automated expenses approvals system.

Audit ready electronic receipts & expenses. Expense cost reduction, expense spending limit. Cloud, mobile expense processing & approval.

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Reduced expense reports creation & approval times. Corporate expense card integration. Visibility into expense spending data.

Automated & faster expenses processing & payment. Exception & non-compliance reporting. Increased workforce efficiency & budget savings.

Great Features

Mobile & Online Expense Management System

  

Initial Setup

  • Cost centres & departments
  • Set user groups & assign policies
  • Set user access level: Submitter, Approver, Finance, Audit, Admin
  

Custom Policies

  • Set maximum report value
  • Motoring and subsistence statutory & custom rates
  • Receipted & receiptless per-diem expenses
  • Set maximum claim value on a sub-category or item
  

Finance

  • General Ledger codes and journal
  • Create payment files for payroll
  • Download all history and receipts in data dump
  • Business Intelligence Insights: Comprehensive analytics and charting with data queries
  

Expense Report Lifecycle

  • Submitter may submit, recall, re-submit expense reports
  • Approvers may review, query or progress expense reports to 2nd approver or approved status
  • Finance may create payroll files, GL reports, data dumps

All Expense Categories

File Expense Reports with Categories and Cost Centres

  

Categories

  • Mileage/Motoring
  • Fuel
  • Travel
  • Meals
  • Subsistence
  • Lodging/Accommodation
 

 

  • Entertainment
  • Telephone
  • General Expenses
  • Business Purchases
  • VAT reclaimable expenses

Boilerplate expense categories available as standard.
Customise bespoke category and sub-category levels to align with your systems.

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Submitter

File Expenses quickly and easily from a smartphone, tablet and your desktop

Expenses

File Expenses for mileage, travel, subsistence, accommodation general expenses.

Maintain your mileage logs and subsistence claims consistent with requirements.

Receipts

Upload receipts by simply taking a photo with your smartphone or tablet, using our App, or scanning a copy to your PC and uploading to your account. If required print an expense report, sign and attach hardcopy receipts for approval.

Self Employed

Self-employed? File billable time and associated expenses by client and create invoices directly.

Travel a lot? We can process expenses in any currency and convert to a home currency at live daily rates or a rate defined by you or your company.

We have an extensive system of analytics which tell tell you everything you need to know about your expense reports submitted, approved and about payments outstanding or received..

Approver

Approve expenses quickly and easily from a smartphone, tablet or desktop anywhere, anytime, in any currency

  

Approval

Simply review an expense report for justification, compliance and value and approve. If there are multiple approvers then on your approval it will be automatically presented to the next approver. The approval cycle is tracked by email communication automatically provided by FileExpenses.

  

Business Intelligence

Our extensive analytics provide you with business relevant details by individual, department , product or cost centre, expense type and budget. Get that all important overview at a glance with excellent graphics.

  

Compliance

File Expenses is a Revenue compliant software suite. We ensure your records are in compliance with Revenue requirements for expense management.

We maintain electronic copies of invoices and receipts which may be used together with various reports to justify expense expenditure. We also maintain relevant logs and supporting detail.

  

Query

If at any stage during the approval process you need to query an expense report simply file a query and the report is returned to the submitter for clarification or rework.

See How It Works

Mobile & Online Expense Management System

What We Do

Submitting

Approving

Mobile App

Download the companion app to manage your expenses on the move

iPhone App on App Store
Android app on Google Play

General

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