In a digital system like Spend Cloud, you can automate policy steps. In the Expense claim module, employees can submit and review expense claims through workflows.

Submitting Expense Claims

The first step is to submit expense claims. Employees submit digital expense claims, attaching receipts and other supporting documents digitally. It's not a complicated form but a system with various options to choose from. One of these options is the automatic calculation of travel distance and, consequently, travel expenses to be claimed. To make it even simpler, expense claims can also be submitted through the mobile app, making it much easier to add receipts and supporting documents. Through the app, employees can take a photo that is immediately added to the expense claim.

Expense claims are submitted based on a period. Depending on your organization's settings, one or more expense claims can be added per period. If it's possible to add multiple expense claim lines, you can create multiple expense claims in a period, for example, in a month.

Relevant Actions:

1. Creating expense claims in the app
   
2. Creating expense claims in the web version
   
3. Setting up types of expense claims
   
   

Reviewing with Workflow

Expense claims follow the workflow, ensuring they always reach the appropriate manager for approval. The reviewer receives an email notification that there's an expense claim to review. If they don't take action in a timely manner, a reminder is sent. All these steps can be tracked by the claimant.

Depending on your organization's settings, the administration can also review expense claims before they are processed in the payroll or financial system. If no administrative review is required, the data is automatically forwarded for further processing after approval.

Relevant Actions:

1. Reviewing an expense claim in the web version
   
2. Setting up expense claim authorization
   
3. Exporting Expense Claims
   
   

Digital Archive for Expense Claims

The administration has access to progress reports, allowing them to see how long managers take to review expense claims. However, perhaps even more crucial is the archive containing all expense claims and supporting documents. In the archive, you can see exactly who claimed what, when.

Relevant Actions:

Viewing progress

Combination with Other Functionalities

Spend Cloud is a comprehensive solution for managing all expenses within an organization. Expense claims are a part of this, just like automated invoice processing, procurement, and the administration of small-scale expenses.

You can also watch the theme webinar 'Expense Claims,' (in Dutch only) where we explain what you can do with the Spend Cloud Expense Claims module.

Expense Claims Factsheet

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