Corporate Expense Management Solutions

Features

Benefits

Mobility

Travel

International

Recommended

Features

ExpenSys corporate expense management solutions are packed with all the functionality you would expect to find in a first-class expense management system.

All types of expenses – Out of Pocket, Corporate Card, Cash Advances and Travel may be captured and approved on a range of devices, in the office or on the road, with laptops, tablets and smartphones, manually or via OCR.

All types of Entertainment, gifts and other forms of hospitality are more comprehensively handled than ever before, with all tax rules applied automatically in every jurisdiction – worldwide.

Comprehensive options are available for capturing business mileage in company cars, privately owned cars or for those with a car allowance. Distances are verified via a mapping facility or via GPS using the Smartphone App. Fuel cards are also supported – including private mileage contributions.

Benefits

Make life easier for your staff

No more paper forms or complicated spread sheets. Enable your employees to submit claims quickly and easily, with your expense policy visible clearly on the page.

Save Money

Not only do claimants save time making claims, approval is faster and processing time is cut dramatically with re-keying completely eliminated.

Be tax compliant

Tax rules and VAT guidelines are applied automatically for every local jurisdiction - worldwide. Central service centres can process claims without reliance on local knowledge.

Gain control over all expenses

The ExpenSys reporting suite is provided at no extra cost and enables you to query every item by type, date range, entity and individual. The reports cover compliance, tax, mileage, policy exceptions and more, giving you complete control.

Mobility

Capture expenses on the move with Laptops, Tablets or Smartphones

Capture details of a receipt using OCR to automatically populate your expense claim

Capture the distance of your business journey on your smart phone with two clicks – one to start, and one to finish

Approve your team’s expenses away from the office

Travel

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.

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.

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

International

For an expense management system to cater for a global workforce, it needs to offer more than just languages, currencies and exchange rates. Currency and date formats vary and local tax rules need to be applied. Culture is also a factor; even the most global business policy will be subject to variation. We take care to understand, and deliver, the local requirement in every territory.

Using the unique ExpenSys ‘Question and Answer’ methodology, tax rules are automatically and effectively applied both domestically and in each territory in which you operate. Your claimants will be advised about expense policy, and how it is applied, on-screen at the moment they are making the claim, and in their own language.

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

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

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

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

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

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

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