ExpenSys Overview | Business Expense Management Software

Ease of Use

Make expenses easier for your employees
ExpenSys is extremely easy to use and requires little or no user training – everything is simple and clear.

Because it is configured to your company’s specific spending habits, claimants only ever see what they need to see.

Significantly reduce workload
Automating expense management means more than just making it easy to complete expense claims. By automating all aspects of compliance, the workload for the finance team can be significantly reduced.

Flexible, configurable and scalable

Flexibility
All organisations are different and one size rarely fits all. Whether determined by market sector, demographics, culture or history, each customer usually has a unique requirement. For this reason, we have built ExpenSys to be more configurable than any other solution.

Workflow
You may need the approval to be via 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, client or service codes. You may wish to allocate an entire claim to a single code or split a single item between several codes. The choice is yours.

International Tax Compliance

Local tax rules applied – anywhere in the world

Using a wide range of configurable options together with 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.

Policy & Visibility

<Policy Compliance

ExpenSys can manage multiple policies across multiple business units. The relevant expense policy will be displayed clearly on-screen as each expense is entered.

Granular Reporting

You will be able to review your total expense situation in real-time with impressive levels of granularity, enabling you to make decisions across a wide range of issues.

We take the view that full visibility around your staff and their spending is so important that the full reporting suite is included as standard and at no extra cost.

Travelling Road Warrior

Fuel and Mileage

Personal cars, company cars, hire cars, pool cars, fuel cards, multiple vehicle schemes and more. ExpenSys supports every possible business mileage scenario, including mileage threshold tracking, distance verification, integrated e-mapping, mobile app business mileage logging and more.

Mobile

The ExpenSys Smartphone apps are available for iOS, Android and Windows platforms. You can capture receipts and expenses on the move, log business journeys via GPS and approve claims from anywhere. ExpenSys automates the collection of data in a way that is user-friendly and yet 100% compliant.

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.

Integration

Re-keying Eliminated
ExpenSys integrates with virtually all ERP and payroll systems. A wide range of integration options and formats are supported, from simple CSV uploads for smaller companies to scheduled two-way integration via secure FTP or Web Service for global organisations.

Effective Implementation
A dedicated Implementation manager is assigned to every implementation of ExpenSys, to ensure a timely and efficient roll-out, whether this is for your head office, an auxiliary site or for a small outpost on the other side of the world.

International & Travel

International
We understand that for an expense management system to cater for a global workforce, we need to offer more than just languages, currencies and exchange rates. The culture around international guidelines can be very different; currency and date formats vary and local tax rules need to be applied. We take care to understand the local requirement in every territory.

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

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

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

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

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

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

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

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