Author : Imogen Wortman.
Published : Wed, Sep 5 2018 :9 PM.
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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.
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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.
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.
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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.
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.