Author : Madeleine Woodbury.
Published : Sat, Sep 15 2018 :2 AM.
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You can then provide employees with a credit or debit card to pay for their business-related expenses. Just don’t forget to review regular reports on their spending habits. This way you will be able to catch any abuses or tendencies towards grandiose spending before it is too late.
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Whether or not your expense reporting is audited by outside agencies, most companies want to evaluate their expense reporting process periodically. When the process is paper-free, online, and mobile, audit trails can be assembled automatically as steps are completed, and there is always a record of who approved what. If questions arise, it’s much easier to re-check an electronic expense report than it would be to dig through a file cabinet and hope that all the receipts managed to stay attached.
Paper records, while great for backup, often prove difficult to manage come tax time, so ditch the pen and paper as soon as possible. If you still receive paper receipts for expenses, use a mobile app or scanner to copy receipts and records into the cloud and store them away immediately. Also, stop paying with cash for business expenses. Credit cards are a much more efficient way to make payments and spend less time tracking them down later.
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You can integrate electronic forms and receipts into a convenient online workflow that allows employees to fill in expense reports, attach electronic receipts, and then submit them online so that the proper approving authorities are automatically notified that their input is needed. When approving authorities OK an expense report, they can then submit it to accounts payable, who can be automatically notified and begin the reimbursement process. If there’s a problem with an expense report, the employee can be alerted that more information is needed.
It can be hard at times for business owners to separate their personal and business lives from one another. One area where that should not be a problem though is with expense accounts. If you are still using the same credit card or banking account for all of life’s expenses, don’t. Instead, use a business credit or debit card solely for business expenses. This will ensure there’s no time wasted trying to figure out what was a personal expense versus a business one.