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Digitise the management of expense reports
Save time with digital management via App, which uses an OCR engine to extract data from receipts
Manual entry of expense reports is a monotonous, repetitive operation that requires the constant investment of resources in the event of travel. Losing receipts or entering incorrect amounts further complicates things. Nonetheless, this is a crucial task in order to receive all of your reimbursements in your pay slip.
Also for the HR Office, checking data and receipts takes a great deal of time, especially when incorrect information is entered and the error has to be found. The approval and reimbursement phase can also be very time-consuming, especially where there are different expense rules and categories.
Manual entry of expense reports is a monotonous, repetitive operation that requires the constant investment of resources in the event of travel. Losing receipts or entering incorrect amounts further complicates things. Nonetheless, this is a crucial task in order to receive all of your reimbursements in your pay slip.
Also for the HR Office, checking data and receipts takes a great deal of time, especially when incorrect information is entered and the error has to be found. The approval and reimbursement phase can also be very time-consuming, especially where there are different expense rules and categories.
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The digital flow … in detail
With the COLLHUBORATE suite, the management of expense reports can be completely digitised in a few simple steps. Find out what they are!
Using the Globe app, photograph the receipt and the solution trims the image, eliminating the background, quickly and automatically recognises and extracts all the necessary data, such as: VAT no., company name, date, time, address, receipt no., payment methods, all the amounts on the receipt and any other information, based on the company’s requirements. After extracting the data, select the appropriate expense category (which can be fully personalised) and confirm the registration.
The OCR engine is extremely reliable and, if the receipt is difficult to read because it is faded, the solution highlights the extracted information with low reliability, to facilitate the checks.
Where the solution records an expense in an amount exceeding a limit established by company policies, it automatically sends an alert to the user that input it, to warn them of the inconsistency recorded and it askS to specify the actual amount to be reimbursed or insert notes.
In the configuration phase, you can define the company expense policies in detail, associating a specific amount limit to each category of expense. For example, “lunch break” will have an amount limit lower than that of “overnight stay”.
The HR Manager is provided with a control dashboard they can use to view all expense reports entered, also using advanced filters to select individual employees and a specific time period.
For each expense, a summary of data extracted and the photo of the attached receipt are available. The dashboard can highlight expenses not yet approved and those with amounts exceeding the limit or with other particular characteristics, in order to facilitate approval.
The HR Manager can use flags to approve the expenses recorded, with the option to enter a partial amount to reimburse for the expenses exceeding the limit.
At the end of each month, using their smartphone or any other device, employees generate the monthly summary of their expense reports. The solution creates a document summarising all the expense reports that were approved – for a partial or full amount – by the HR Manager. After viewing the approved reimbursements, the employee digitally signs the report, “confirming” the disbursement of the planned reimbursements.
Where travel costs are to be reimbursed, the solution interfaces with the digital clocking in and out procedure of COLLHUBORATE suite and also enters the expenses regarding mileage and travel allowance in the report.
Using the control dashboard, the HR Manager views the monthly reimbursement reports signed by employees and definitively approves them.
Following approval, the solution automatically generates a file, in any format, to be used in the payroll system.
Discover the platform we used to build the solution dedicated to the digital management of expense reports
Discover the platform we used to build the solution dedicated to the digital management of expense reports