Finance & HR Expenses Management | ExpenSys Chippenham

Save Time & Reduce Workload

Instead of relying on the claimant to select the correct expense type, ExpenSys interacts with the claimant, asking clear and simple ‘yes/no’ questions to establish the purpose of the spend.

Your business policy may be displayed and applied for every expense. Exceptions are either trapped or highlighted as required. Receipts may be captured on a mobile device or uploaded from an email or the desktop.

Because claimants are guided to make entries correctly, account code allocation is accurate first time, recoverable VAT is maximised and taxable items are identified. As a result, the finance team saves both time and effort.

Policy - Flexibly Applied

Policy Compliance
ExpenSys can manage multiple policies across multiple business units and apply different rules for different people. The relevant expense policy may be displayed clearly on-screen as each expense is entered.

Flexibility
Whether determined by market sector, demographic or culture, most customers require a unique solution. For this reason, we have built ExpenSys to be as configurable as you need it to be. This is especially important for cost allocation and workflow.

Assignment & Workflow

Workflow
You may need approval by Line Manager, Cost Centre or Project Manager. You may require single, conditional or sequential approval – or combinations. ExpenSys can manage multiple approval workflows across multiple entities enabling you to apply different workflows for different people.

Cost Codes and Recharges
Your claimants may have default cost centres, or they may be required to re-charge expenses. The same may be true for project codes, work breakdown structures, client or service codes. You may wish to allocate an entire claim to a single code or split a single item between several. All are supported.

Tax Compliance Assured - Worldwide

We understand that to comply with all tax rules, VAT guidelines and anti-bribery legislation, it is key that you collect accurate information from the claimant, and then apply not only the rates – but also relevant thresholds.

The unique ExpenSys ‘Question and Answer’ methodology ensures the detail of every expense is captured in a way that is 100% compliant, and yet still user-friendly for the claimant.

Maximise VAT Recovery

All the relevant VAT guidelines, rates and thresholds are built into, and maintained by ExpenSys, enabling you to remain compliant whilst exploiting all possible reclaim opportunities – anywhere in the world.

VAT Registration numbers are captured via OCR and linked to supplier details so that SAF-T submissions may be fully automated.

One part of your organisation may be able to recover VAT, wholly or partially, another may not recover VAT at all. All scenarios may be accommodated in a single implementation.

Entertainment, Gifts & Hospitality

The treatment of gifts, entertainment and hospitality are more comprehensive in ExpenSys than in any other system.

Amounts are automatically split between account codes on the basis of straightforward information provided by the claimant according to purpose, amount, jurisdiction and status of attendees.

The VAT status of every amount is automatically established; attendees and recipients of gifts or hospitality are identified uniquely.

ExpenSys is the only system where the outcome is not dependent on claimants making allocations or choices which they do not fully understand.

Full Reporting including P11d and PSA

True Transparency through Granular Reporting
ExpenSys provides factual, historical reports giving you an accurate summary of your total expense situation in real-time.

Report Suite as Standard
The reporting suite is extremely comprehensive, maybe queried extensively and is provided as standard at no additional cost.

Benefits in Kind
Some expenses may be taxable against the employee. In the UK, for example, these may be reported via P11D or PSA. These and other customer-specific reports may be created and downloaded on demand.

Fuel and Mileage

Multiple Vehicle Schemes

Personal or Company Cars, Hire or Pool Cars, Fuel Cards, Fuel Contributions, Car Allowances - every possible business mileage scenario is supported.

Rates Automatically Applied

Mileage rates based on vehicle scheme, fuel type and engine size (cubic capacity or horsepower) are managed in the background, with distance thresholds automatically applied.

Mileage Tracking

Business Journeys may be simply captured via GPS on the Mobile app and distance verification is available via integrated e-mapping.

Corporate Cards

ExpenSys supports all major corporate cards including VISA, MasterCard and Amex. Multiple cards may be held by each user, whether personally or corporately settled, and may include Purchase and Lodge Cards as well as Currency Passports.

Eliminate the need for Re-keying

ExpenSys integrates with virtually all ERP and payroll systems. A wide range of integration options and formats are supported, from simple CSV downloads for smaller companies to scheduled two-way integration for global organisations.

TT electronics plc selected ExpenSys to modernise our expenses processes after being impressed by their “everything is achievable” attitude which allowed our often unique coding to be accommodated and the system tailored to our specification. The ExpenSys implementation has given us improved UK and European VAT recoverability, more detailed management reporting on expenses, faster processing time and improved controls over expense claims.

Ben Gillam Head of Accounts, TT Electronics plc

Lovely, very clever people at ExpenSys who are always on hand to help with requests and always listen to what we require and tailor the system to meet our needs.

Rose Hayward Senior Accounts Analyst, Investec Wealth & Investment

The advantage of ExpenSys over other online systems is the tax intelligence built in, along with the ease of use and the seamless interface with our SAP ledger. The scanning facility means we work with a completely paperless audit trail. All data and information are captured at the source so we no longer have delays and queries and most importantly we never have to correct the submissions. We have been able to reduce our costs as well as increase our efficiency and accuracy and keep the tax man happy. Claimants also benefit from the ability to save claims as they go and have their history online, while very little training, if any, is required as the system is very intuitive and takes the claimant through each stage of each claim. I would not hesitate to recommend ExpenSys to anyone and have found no other product to be in the same league as this one.

Liz Law Finance Manager , Kubota (UK) Ltd

After extensive market research, Twinings selected and implemented ExpenSys. This was as a direct result of a requirement to improve reconciliation of corporate card expenditure, efficiently and effectively collect data for tax and expense management purposes, maximise VAT recovery and fully automate the GL coding and system input processes. ExpenSys has been found to meet all of these objectives.

Steve Limburn Chief Accountant, R. Twinings & Co Ltd

Our goals in selecting ExpenSys were to facilitate submission of claims by staff and to enhance our VAT, NI and tax analysis. Staff find the system easy to use, our Finance team spend a lot less time processing expenses and expense reporting accuracy has improved. ExpenSys are easy to work with and responsive to our requests. We feel it was an excellent choice.

Nick Burroughs Finance Manager, Mundipharma International Limited

ExpenSys is popular in our user communities due to the ease of use and the speed of throughput from initial entry to payment; It is popular in our expense management & finance communities due to the significant reduction in workload around coding and controlling complex tax issues; It is popular in our IT communities due to the speed of support and thoroughness of development. All of this has been achieved across multiple territories in a controlled manner with no major issues and we would recommend it to anyone.

Mark Oakley Financial Applications Manager, Universal Music Group

We have been using ExpenSys for many years and it has saved many hours for the users and Finance department. The flexibility of the software allows us to fully utilise different allowances for many countries and in addition, employees can access the information from anywhere in the world.

Helen Matcham Finance Manager, Durr Ltd

When MultiVac was looking for a partner to provide a software system to replace our old paper based expense process we chose ExpenSys as they offered a simple solution from both the end users perspective and for the accounts department. The software also offered improved control, reporting and time savings across the business. The project ran very smoothly, was implemented on time and has met all of our objectives. Our end users are happy with the ease of use, the accounts team have saved significant time on handling expense reports, we have improved the accuracy of VAT recovery and overall we are very satisfied with ExpenSys.

Ian Cutler IT Manager, MultiVac

Of the numerous benefits gained from the introduction of ExpenSys, the level of control it has given us is perhaps the most valuable. Previously we were receiving untidy piles of paper to hurriedly approve, with very little, or no time at all, to interrogate and question. Now we receive simple and timely email requests that drill down to a meaningful level of detail which can readily be interrogated and questioned. This all happens in a realistic timeframe, where claims can be rejected and returned simply and quickly if appropriate.

P GRIFFITHS Commercial and Risk Manager, Voith Industrial Services Limited

ExpenSys has allowed us to effectively automate expense processing throughout our Iberian operations. It has helped us to gain control and reporting gives our management visibility of spend. ExpenSys enables us to make better-informed decisions on preferred vendors, and more.

Cristina Antal Accounts Payable Manager, DS Smith, Iberia

The ExpenSys system works well for the administrators and users. Our new users find the system very user-friendly. The help email service is very efficient. Reporting and audit history are really useful.

Diana Sarsby Accounts Clerk, Bernard Matthews

ExpenSys works extremely well for our organisation where previously all our expense claims were submitted on paper with a bundle of receipts attached if we were lucky! It has definitely enhanced our spend & VAT analysis with accurate reporting and improved controls.

Staff find the system and mobile app really easy to use, both from a claimant perspective and also for the accounts staff who enjoy the fact they are spending far less time checking and processing each claim.

One of the most positive aspects of ExpenSys is the excellent support team who are extremely quick to respond to queries and always provide a quick solution. I wouldn’t hesitate to recommend ExpenSys, it was an excellent choice for us.

Clare Sladen ERP Controller - British Heart Foundation