Posted on

Automating Corporate Expenses

Large corporations often have numerous employees who work all over the country or world. These employees have expenses which keep money out of the corporate accounts on a regular basis. It is of the utmost importance to keep a close watch on the cash flow, especially when tax time comes around. If there are a number of employees who travel often, such as your sales staff, then there is likely a system in place to reimburse their expenses. Usually there is a lot of time that could be spent doing other things devoted to this process, however, there are ways to streamline this process and make expense payouts easier for everyone involved. If you choose to automate your expense payout process, then you can save time and money. There are many outside firms who specialize in automated expense management and a good firm can handle all of the processes involved with doing this for a large number of employees.

Most corporations have entire divisions devoted to office work and in order to be sure that the company isn’t wasting money, this staff must be carefully coordinated to work on things that are most beneficial to the company. Rather than reviewing expense reports and becoming buried in a mountain of paperwork, they could be devoting their time to a much more important task, such as allocating resources where they are most needed. When you spend less time trying to figure out where your money is going and more time putting your money where it is profitable, you promote growth and gains for the company.

By implementing an automated expense management system, you can save many of your departments a lot of time and headaches trying to sort out your expenses. In fact, expenses that are set and occur on a regular basis can be programmed to occur automatically. One thing to be sure of though, is that the automated expense management provider you choose will work well with your current software applications. You do not want to have to reinvent your current software just to fit in a new expense management system for spend management strategy.

The beauty of an automated system is that most expenses are approved by the system, based on standards set up buy the corporation. When the system sees that a particular expense is in guidelines, it automatically approves it. On the same token, expenses that are unusual or outside of expected guidelines can be flagged for review to determine if the particular instance is warranted or if disciplinary action needs to take place. This is particularly useful when it comes to mileage reimbursement because this is one of the most common and often most falsified expenses in today’s business environment.

If you compare the system your corporation is using now to an automated expense management system, then you will see that there is a lot of room to save and additionally make more money for your business. Employees will be responsible for reporting their own expenses directly into the system, so there are no stacks of expense reports to deal with. I think you will find that the best solution to handling your company’s expenses is an automated expense management system.