Global Expense Management Solution

ExpenSys is deployed all over the world

Ease of use

International Policy

Global Tax-Intelligence

Control of Exchange Rates

Travel Management

Recommended

Easy to use - anywhere in the world

ExpenSys is easy to use wherever your people travel to, and no matter which country they are based in.

We understand that for global expense management to cater for an international workforce, we need to offer more than just multiple currencies, languages and tax rules. Currency and date formats need to be interchangeable across continents, and even the most global business policy will be subject to variations in most territories.

International Policy & Approval

ExpenSys can deploy multiple policies and a variety of approval workflows across business entities. Different rules may be applied for different people according to business need, local culture or common practice.

The policy applies to the claimant may be displayed on-screen, at the moment they are making the claim and in their own language.

Cross Border Workflow

An expense claim may be submitted in one language, with the local date and currency formats, and reviewed by an approver in another country. The claim will appear in the approver’s preferred language, and with the date and currency formats appropriate to their locale.

Global Tax Intelligence

Global Tax Rules Applied and Maintained

Using the unique ExpenSys ‘Question and Answer’ methodology, all tax rules are automatically and effectively applied both domestically and in each territory in which your organisation operates.

Maximise VAT Recovery

One part of your organisation may be able to recover VAT, wholly or partially, another may not recover VAT at all. ExpenSys enables you to remain compliant whilst exploiting all possible reclaim opportunities.

Control of Exchange Rates

Under Control

ExpenSys gives you the flexibility of exchange rate sources and keeps the entire history. This means that claims can be entered in the currency used on the day, with the correct rate applied for that date. Now you can have peace of mind using multiple currencies, knowing that when you complete your expense claim, it will always be correctly reconciled to your home currency.

Your Choice

For live rates, either use our default supplier or nominate a source of your own. Alternatively, you can choose to set rates manually for a given period or even let the user enter the details from their personal card statement. ExpenSys will then calculate the rate. A threshold may be set to indicate when a manually entered rate is at variance with the expected rate on the date of purchase.

If you are unsure of the best approach, we will be happy to advise you.

Travel Management

Total Cost of Travel

The fragmentation of travel products and services, a multitude of 3rd party suppliers and ongoing pressure on travel policies, has led to an on-going battle for travel managers to get visibility of what the total cost of a business trip actually includes.

With ATPI – one of the world’s leading travel management companies (TMC) – we have developed a strategic partnership to provide you with an end-to-end solution, which includes travel booking and management working hand in hand with the expenses process.

Travel and Expense Management

End to end Travel and Expense Management

We enable you to create one single view on all your travel and entertainment expenses, from the minute travel is booked until the moment your travellers return to the office. This not only includes air, hotel, car rental or rail, but also taxi rides, underground tickets, business mileage and parking, subsistence, business gifts or client entertainment and any other cost that may arise during the course of a business trip.

By combining the travel costs with your expenses we will report the total cost of your business travel, globally, by department, client or project for individual travellers or trips.

About ATPI

ATPI Information

ATPI is one of the world’s leading and long-established global travel management companies, committed to delivering travel and event solutions that truly support their clients’ business performance, fitted with their culture and industry characteristics.

Offices in over 100 locations around the world procure, book and manage travel for clients in various sectors, backed by innovative technology, high-end personal service and access to the lowest fares and rates as well as best availability worldwide.

For more information about ATPI please go to www.atpi.com

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

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

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

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

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 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

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

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

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

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