Archive

Any employees who have left the company can be archived within the system, this retains all the expenses data they have reclaimed keeping the integrity of your spend reports and the information stored for HMRC purposes.

Broadcast message

Messages can be set to pop up when your employees log into the system These can notify employees of submission deadlines or any changes to policy that may have been implemented.

Credit Cards

Import credit card statements, which then automatically reconciles these to the correct employees who can then turn the billed items into reclaimable items.

Delegate

Assign a colleague to enter expense claims on your behalf. The audit trail within Expenses shows when and who entered the delegated claims.

Enter

Flagged

Expense claim items claimed out of policy or are potentially fraudulent are flagged throughout the reclamation process, alerting each person in the reclaim chain to check the claims legitimacy. 

Global

Access Expenses from anywhere in the world with an internet connection via a web browser.

Hosted

Expenses is hosted on Software Europe's trusted servers, minimising the amount IT input required from you.

Items

Claimable items and their spend limits are clearly visible to all claimants and can be configured to vary according to the role of each employee.

Journey

Enter multiple journeys taken in a given day in one claim form; Expenses will then automatically calculate the distance travelled.

Knowledge

The system knows your business policies and rules and can enforce these throughout the claim process.

Log of information

To adhere to HMRC rules you must ensure you collect all the required information. Expenses can be configured to collect all this information and anything else you require.

Mileage

Expenses unique mileage functionality is intuitive and automatically calculates the accurate mileage between locations.

Notification

Employees are alerted to updates in the system through automatic notifications. For example, line managers can immediately see when a new claim is ready to be approved and claimants are notified when their claim has been authorised and sent for reimbursement.

Out of office

When you’re out of the office you can set the system to by-pass certain approval routes to ensure claims are approved.

Paperwork

Reduce the amount of paper used from all departments by eliminating claim forms and in turn helping the environment.

Quantity

There is no limit to the number of employees you can register on the system. The cost of Expenses is determined either by how many claims are made or how many users make a claim in a given month. 

Reportable

Over 60 standard reports allow you to analyse expenses spend and from these results allow you to build and implement changes to your T&E policy.

Secure

Access to Expenses requires three levels of identification before entry to the system is granted.

Tailor access

Any employee can be assigned a specific role, which then determines what access they have to Expenses, what items they can claim for and which employees they can approve expenses for.

User-defined

Additional fields can be added to Expenses, enabling you to configure the system to collect any unique information you require.

VAT

Expenses can help you adhere to Tax and VAT legislation.

Web-based

Access to the system is available through any web-browser.

X - clamation

Exceptions to policy are flagged to claimants, approvers and payroll teams through an ‘exclamation’ mark by the item claimed outside of policy, which automatically pops up when the expense is added.

You

Expenses has been designed for you and developed for what you need.

Zoom

Zoom in on any claims to examine them closer.