Expense reports can be a hassle

Most organisations have to process expenses when employees travel for business. Travel expenses, planned or unplanned, produce paper receipts and related documents that have to be collected and submitted for approval. Traditional expense processing is paper-heavy and often delayed by the need to route approval forms associated with the receipts. Often, expenses pass through the hands of multiple managers before being approved by Accounts Payable (AP), and finally being reimbursed back to the employee.

Automating travel expense approvals reduces the work of an AP department in handling and organizing paper receipts, which in turn accelerates reimbursement. Furthermore, digitising receipts and approval forms, and storing them in a central, searchable repository improves compliance and streamlines payments, while also making for efficient audits.

Challenges organisations face to process travel expenses include:

  • Paper-heavy expense processing, which involves a variety of paper receipts and other documents such as airline confirmations and invoices for catering, entertainment and other event expenses.
  • The process business travellers go through to fill out paper forms, keep and attach receipts, then wait for approval before being reimbursed.
  • The time spent by AP staff to sort through unorganised receipts.
  • The length of time it could take for a reimbursement to process if receipts are lost or if the AP department is overburdened. This could result in credit card late fees if reimbursements aren’t received on time.
  • Organisations with large volumes of weekly expense processing struggling to handle the load.
  • ERP and financial applications that offer expense processing modules, but are often insufficient if they lack scanning or OCR, or if they are too complex to use.

Electronic expense processing is the solution

Key Digital’s solution for Expense Processing allows employees to scan and easily submit paper receipts and other travel-related documents to the Finance or AP departments. This electronic process saves time for those departments and improves service to employees. The solution uses electronic forms (eForms) and automated workflows to guarantee fast reimbursement. In addition, completed expense reports and documents can be stored and quickly retrieved, with an auditable history of approvals.

Additionally, our mobile accessible solution gives business travellers the convenience of capturing receipts on the go (from a smartphone or tablet), and submitting them from the road, quickly and easily without the hassle of a paper-heavy approval process.

Organisations save time, money and more

Our Expense Report Processing enables you to reduce the work of Finance or AP, accelerate payment to employees and simplify auditing.

A Key Digital Content Management solution simplifies expense processing by:

  • Providing employees with fast, electronic submission of expense receipts and forms, anywhere and at any time.
  • Reducing the workload of AP and Finance departments through automated organising and processing of paper receipts and forms.
  • Speeding reimbursement to employees, and avoiding late fees.
  • Eliminating postage fees required to mail expense reports.
  • Helping organisations replace paper use with electronic expense submission workflows.
  • Enabling volumes of receipts, including legacy expense documents, to be managed securely in one location for quick retrieval, auditing and archiving.
  • Reducing the risk of lost or destroyed expense records.

Expense reports can be a hassle

Most organisations have to process expenses when employees travel for business. Travel expenses, planned or unplanned, produce paper receipts and related documents that have to be collected and submitted for approval. Traditional expense processing is paper-heavy and often delayed by the need to route approval forms associated with the receipts. Often, expenses pass through the hands of multiple managers before being approved by Accounts Payable (AP), and finally being reimbursed back to the employee.

Automating travel expense approvals reduces the work of an AP department in handling and organizing paper receipts, which in turn accelerates reimbursement. Furthermore, digitising receipts and approval forms, and storing them in a central, searchable repository improves compliance and streamlines payments, while also making for efficient audits.

Challenges organisations face to process travel expenses include:

  • Paper-heavy expense processing, which involves a variety of paper receipts and other documents such as airline confirmations and invoices for catering, entertainment and other event expenses.
  • The process business travellers go through to fill out paper forms, keep and attach receipts, then wait for approval before being reimbursed.
  • The time spent by AP staff to sort through unorganised receipts.
  • The length of time it could take for a reimbursement to process if receipts are lost or if the AP department is overburdened. This could result in credit card late fees if reimbursements aren’t received on time.
  • Organisations with large volumes of weekly expense processing struggling to handle the load.
  • ERP and financial applications that offer expense processing modules, but are often insufficient if they lack scanning or OCR, or if they are too complex to use.

Electronic expense processing is the solution

Key Digital’s solution for Expense Processing allows employees to scan and easily submit paper receipts and other travel-related documents to the Finance or AP departments. This electronic process saves time for those departments and improves service to employees. The solution uses electronic forms (eForms) and automated workflows to guarantee fast reimbursement. In addition, completed expense reports and documents can be stored and quickly retrieved, with an auditable history of approvals.

Additionally, our mobile accessible solution gives business travellers the convenience of capturing receipts on the go (from a smartphone or tablet), and submitting them from the road, quickly and easily without the hassle of a paper-heavy approval process.

Organisations save time, money and more

Our Expense Report Processing enables you to reduce the work of Finance or AP, accelerate payment to employees and simplify auditing.

A Key Digital Content Management solution simplifies expense processing by:

  • Providing employees with fast, electronic submission of expense receipts and forms, anywhere and at any time.
  • Reducing the workload of AP and Finance departments through automated organising and processing of paper receipts and forms.
  • Speeding reimbursement to employees, and avoiding late fees.
  • Eliminating postage fees required to mail expense reports.
  • Helping organisations replace paper use with electronic expense submission workflows.
  • Enabling volumes of receipts, including legacy expense documents, to be managed securely in one location for quick retrieval, auditing and archiving.
  • Reducing the risk of lost or destroyed expense records.