Features of Expenses Software

A table of features is outlined below.

Approval hierarchy	Multiple level approval hierarchy can be defined for each cost centre.
Attendee recording	Staff and client attendees can be recorded against expense items.
Audit trail	A comprehensive audit trail is maintained for each expense report.
Branding customisation	Screen colours, logos and fonts can be easily changed.
Business purpose	Business purpose can be recorded against expense report header and/or individual line items.
Cash advance facility	Record cash advances in multiple currencies.
Category rules	Flags or blocks expense items that exceed predetermined category limits.
Comprehensive custom reports	Customisable reports provide complete data for use in posting data to ledgers, cost control, customer charge-backs or profitability analysis, supplier negotiations, VAT/GST reclaim and other tax calculations. All reports are easily downloaded in Excel, CSV, PDF or XML formats.
Comprehensive support	Helpdesk provides phone and email support to all users.
Configurable features	Extensive configurablility of features allows the bespoke requirements of most customers to be met.
Copy expense claim or item	A complete expense claim or expense items can be copied and amended to reduce repetitive data entry.
Credit card interface	Populates expense reports with American Express, Mastercard or Visa data from major credit card providers.
Custom messages	Alert users to policy rules or any further processing actions they need to take.
Default expense values	Default values (including date, currency and client/project code) can be applied to all the items in an expense report to reduce repetitive data entry.
Default VAT/GST rates	Create your own VAT/GST rates and apply these as default rates for specific categories.
Duty-of-care	Prompt your staff to confirm periodically that they meet policy or legal requirements e.g. vehicle insured, driving license current.
Ease-of-use	Interface designed to allow for ease-of-use, even for inexperienced users. Help menus and user guides ensure that no formal training is required.
Email alerts	Users can choose which email alerts they wish to receive (e.g. expenses approved by line manager, approved by accounts, rejected).
Enterprise level security	Security and password settings can be configured according to customer requirements.
Expense item age limits	Restrict or flag expense items older than specified age (e.g. 90 days age limit).
Field label customisation	Field labels can be amended to suit customer requirement.
Flexible configuration	Multiple features can be configured to suit the structure and needs of your organisation.
Foreign exchange functionality	Foreign exchange feed applies global exchange rates based on the date on which the expense item was incurred.
Foreign languages	Configuration to the languages of your choice.
Hotel bill categories	Hotel bills can be split between Room, Meal and Other.
Interfaces to leading accounting systems	Interfaces for leading accounting software solutions, including Sage, SunSystems and Quickbooks, are available. For large-scale ERP implementations (SAP, Oracle etc), custom reports are developed.
Invoice processing	Automates the tedious process of capturing, submitting and paying supplier invoices.
Mileage functionality	Mileage calculator is based on customer requirements, including car registration, engine capacities, fuel types, miles/km thresholds.
Move item	Expense items can be moved from one expense report to another.
Multiple approval levels	Define up to 6 approval levels.
Multi-company/ Multi-currency	Multiple subsidiaries, business units or cost centres can be configured separately under a single umbrella configuration, even if they have different base reporting currencies.
Multiple operating systems and browsers	Developed to be platform independent and to run with any operating system (including Mac OS) or browser.
Multiple report formats	Reports and expenses can be downloaded in Excel, CSV, PDF and XML formats.
No storage limit	Data remains on our servers allowing customers to carry out audits or inspections at any time.
Non-allocated fields	Non-allocated fields can be used to capture requirements specific to a customer.
Notes facility	Claimants, approvers and accounts staff can add comments to each expense report.
Offline version	Offline software is installed on a laptop or PC and allows expenses to be created and submitted when on a plane, train, in a hotel room or otherwise offline.
Online policy retrieval	Corporate expense policy can be saved online so that it can be easily viewed by all users.
P11D information	Reports provide information required for P11D forms.
Point-of-entry policy reminders	Policy rules are stated clearly at point-of-entry for each expense category.
Predictive text	Speeds entering of expense data.
Proxy users	A 'proxy' user can be assigned to enter, approve and/or process expenses on another user's behalf.
Receipt attachments	Attach files of almost any format (including doc, jpeg, bmp, doc, xls) to support a claim.
SMS text message	Expense items can be sent quickly and easily, at the time they are incurred, by text message from any mobile device.
Splitting expense items	A user can split expense items between expense categories and client/projects.
Two level client/project recording	Each expense item can be assigned to a client/project and sub-client/project.