Author : Gabrielle Glassop.
Published : Fri, Sep 14 2018 :3 PM.
Format : jpg/jpeg.
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Waiting to arrive back at the office with a pile of receipts to fill out an expense report form is inefficient. But if you make your electronic expense reporting workflow mobile, you add an extra layer of convenience for your traveling employees. When an employee can use her tablet to work on an expense report during a layover, and then finish it on the train to work the next morning, she can be confident reimbursement will be quick and can deal with more important things once back in the office.
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Paper expense report forms can be illegible, easily lost, and prone to errors. Making expense report forms electronic, and allowing JPEG photos of receipts or electronic receipts can address these issues effectively. If an employee can’t get an electronic receipt, he can snap a photo of a receipt with his phone and use that with the electronic expense report. This way, you avoid lost or coffee-stained forms, illegible handwriting, and smudged ink on receipts.
If you have employees that generate expenses for your company (travel, client lunches, event attendance, and so on), it is important to have good control over their expenses, too. Start first by instituting a credit card usage policy for your company to ensure that they understand the rules of it (i.e. budget limits and who’s responsible for paying outside of them).
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Want to think about your business expenses in a positive way? Consider this: while the total amounts may not always be predictable, the frequency at which they occur is—which is ideal for tracking purposes. Wherever possible, schedule your regular expenses (like employee insurance, rent, software costs) to process on the same day of every month.
Paper expense report forms can become outdated quickly. Per diem rates and mileage rates change from year to year, and may be different for different locations. With electronic expense reporting, changing these parameters is simple, because you change them once and don’t have to worry about whether someone is using an outdated form. If the calculation used to determine reimbursement changes, it can be changed once in the workflow and immediately apply to everyone. You can be confident that each employee is using the latest expense reporting tool at all times.