Too much time taken to manually enter and check expense reports?

Digitise the management of expense reports

Save time with digital management via App, which uses an OCR engine to extract data from receipts

gestione digitale note spesa

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.

Free up resources for what creates value: people

Enter expense reports
in a few seconds, using the App
When you photograph the receipt, the OCR automatically recognises and extracts the data
Personalisable approval flows
Full integration with other applications (ERP, payroll software, other applications for HR…)

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 advantages of digital management of expense reports

  • With automatic data extraction, recording expenses is quick and easy. Just photograph your receipt using our Globe App, and in less than a second, it will extract all the necessary data.

    The solution also lets you configure any type of expense, including sub-categories. This way, when you enter data, you can select the most appropriate category, without managing exceptions in a different manner.

  • All expense reports entered by employees will be displayed in a personalised dashboard, based on your needs and with the level of detail requested. For each expense report, the receipt, data extracted and any notes entered are displayed.

    Moreover, using the advanced filters, you can display all expense reports entered according to the criteria you select. For example, you can select an individual employee and a specific period of time to facilitate and speed up the procedure of checking and approval of their expense reports.

  • With the automatic extraction of data from the receipt via OCR and using the personalised summary dashboards, you can drastically decrease the time needed to enter and manage expense reports. The approvers will have an interactive summary dashboard that is always up-to-date, which they can use to easily manage approvals.

    With COLLHUBORATE, you can automate all the manual, repetitive operations, freeing up precious time for more important activities that you cannot delegate to technology.

  • Due to the automatic extraction of data from the receipt, the probability of committing errors in data entry are drastically reduced.

    Using the solution, you can also configure specific expense policies and easily and quickly manage any amounts exceeding the limits, preventing any inconsistencies.

  • The approval process will be much simpler and quicker due to the summary dashboard. From a single point, you can decide on the amount to reimburse, request additional information from employees, if necessary, by sending an alert, generate summary reports for the payroll system, approve the entire expense using a flag, and much more.

    COLLHUBORATE improves collaboration between colleagues and eliminates bottlenecks that cause useless wastes of time.

  • Due to the numerous integration options available, you will keep working as you always have, using the applications you already use.

    The solution dedicated to the digital management of expense reports can interface with any administrative software, including that dedicated to payroll management. You will also be able to create summary reports or files in the format you choose, to be sent to your consultant.

    Moreover, COLLHUBORATE can also cover the needs of the HR Office in a synergic and highly flexible manner. For example, you can digitise: the digital clocking in and out procedure, the planning of travel activities, the hiring/dismissal cycle and the management of holiday leave and personal leave.

One Suite, four platforms, unlimited solutions

Discover the platform we used to build the solution dedicated to the digital management of expense reports

One Suite, four platforms, unlimited solutions

Discover the platform we used to build the solution dedicated to the digital management of expense reports

Want to manage your employees’ expense reports in a fully digital manner?
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