Take Control of Your Company s Expenses

Transcription

1 Take Control of Your Company s Expenses

2 What if every expense report were timely, accurate and in compliance? If your company is looking to cut costs and gain better control of its expenses, Insperity ExpensAble will help to automate and streamline your expense reporting, saving you money and giving you visibility into where it s being spent. Expense management made easy Track, record and control expenses Get accurate information in real time Customize reports Save time and resources Enforce spending policies Manage expenses on the go Synchronize with existing systems

3 More control and information in less time what s not to like? Insperity ExpensAble technology solutions are designed to manage the entire expense reporting process: from creating each report to approval, audit, reimbursement and analysis. ExpensAble can make things easier for expense filers, approvers and administrators. WHY EXPENSABLE Administration Custom configuration makes start-up and fine-tuning easy Select expense policies to fit your needs Create company-specific expense types, bill-to groups and individual users Define the approval workflow for optimum efficiency Assign proxy submitters or approvers for when you re unavailable Operate offline, with automatic sync when you have a connection Accounting systems interface with ability to import data Use your payroll system to send reimbursements Easily access receipts online for audits Reporting Customize expense reports based on your company s standards Take the guesswork out of analytics Mitigate risk and understand spending trends Go over data by expense type, merchants, departments and employees Policy violations flagged as they happen, notifying users in real time Travel booking Access itinerary data from multiple booking tools Get easy access with self-service and support Identify preferred vendors and travel policies App ease Convert paper receipts into electronic receipts with a smartphone camera Instant submission and approval of expenses Simplify international travel with currency converter Credit cards Pre-population of corporate or personal credit cards saves time and paperwork Employees can view and populate charges as they happen Charges uploaded nightly to corporate card, with posting to expense reports the next day ExpensAble Plus MasterCard available for even more control and efficiency

4 Expense management that s with you wherever you go Receipt imaging via smartphone saves time and money by eliminating paper receipts altogether. Your employees can instantly submit their receipts for approval by attaching digital copies of them online. Insperity ExpensAble mobile is a great time-saver for busy travelers, allowing them to submit and approve reports on the go. You can capture receipt images, add expense details, upload saved expenses and calculate exchange rates quickly and easily. The ExpensAble app is supported on Apple, Blackberry and Android mobile platforms. MOBILE MAKES IT EASIER Capture receipt images and attach to expense reports Create and submit individual expense reports Approve or reject expenses faster View individual expenses within reports Digitally back up important receipts

5 Gain more visibility into where your money is being spent Take the guesswork out of expense management by automating monthly reports on key metrics. With Insperity ExpensAble, you will see where you spend the most and determine your top spending categories such as expense type, merchants, departments and employees. The result? You get an automated expense process that saves you time and labor costs. REPORTS THAT WORK General report ExpensAble users can run standard reports and view data in HTML, PDF, CSV and Excel formats. The process to select a report, set the criteria and review the results has never been easier. Reports are available to all users of the system, and access is controlled by their roles within ExpensAble. For example, submitters can review only their data, approvers can view data under their purview, and analysis/admins can review all data. Show-me report A reporting feature geared to the accounting role, this shows approved expenses in chart format for categories, expense types, filers and merchants. Use this tool to drill down into your reports and spot trends. ExpensView report This is a report that highlights quarterly use and activity within the ExpensAble service. Coupled with your account manager s recommendations, it can help manage your expense activity and make full use of all that ExpensAble has to offer. Custom report Some clients have more complex data requirements beyond our standard feature. ExpensAble offers a fee-based service to create custom reports to satisfy our customers needs. Reports help you manage spending trends Discover your biggest spender and where the money is going Negotiate better deals with vendors that you use frequently Determine efficiency along the approval chain Find out which policies seem to be violated most Sort information by department, employee, merchant, category, etc.

6 Find out what it s like to have our team looking out for you Customer service We know how important quality service is to the success of your business. It s what sets Insperity apart from the rest of the pack. From implementation to day-to-day support, you can depend on us. How we can help Implementation and training We re with you every step of the way. Each client is matched with one of our professional service team members. End-user support Team members are there to answer questions about our products or for technology questions. Professional services From initial consultation to helping you grow along the way, we have the expertise to be your trusted advisor. Data security We use biometric scanners, programmed card key access, motion sensors and 24/7 camera monitoring to ensure your data is secure and reliable. We are certified PCI compliant, with an annual third-party audit. Market-leading intrusion detection services and advanced packet detection firewall are all part of Insperity s certified security infrastructure. Behind the scenes Everything sits behind a firewall Traffic is tightly restricted only to those needing to get in and out All data transmission is encrypted Intrusion detection/prevention software Database traffic monitoring Internal and external penetration testing Nightly vulnerability assessments Regular security patch schedule

7 Manage expenses with ease every step of the way For the filer Save receipts electronically with the app, or scanning No more guessing about approved vendors or expenses Easily add pre-populated expenses paid by personal or corporate credit card Integrate airfare, hotel and car rentals from travel bookings into the report Know where your reimbursement is with real-time status updates For the approver notification lets you know when there are reports to review View expenses and receipts in one place no paperwork to shuffle Policy exceptions or violations are flagged See everything you need to determine whether to reject or approve report Immediately sent to next person in workflow chain For the administrator A suite of graphical reports show spending trends See spending by vendor category, department and individual Get monthly and year-to-date breakdown Enjoy greater visibility to set policies and manage business expenses Use the stats to negotiate better vendor rates For the accountant Eliminate reconciliation headaches with electronic receipt attachments Review, audit and reimburse in one space No more double-data entry; export data into third-party expense systems Approved reports batched together and mapped to third-party systems Proactive notification lets you see incoming reports as they happen Reimbursement made easy through integrated systems

8 HR and Business Performance Solutions from Insperity: Workforce Optimization Human Capital Management Payroll Services Time and Attendance Performance Management Organizational Planning Recruiting Services Employment Screening Financial Services Expense Management Retirement Services Insurance Services insperity.com/expensable EXP-P