Expense claim software: automate the management of your business expenses

Expense management is often a time-consuming task for companies. Between collecting receipts, entering expenses and reimbursing employees, the management process can quickly become complex. Fortunately, it's possible to use dedicated software to automate this management and save time and efficiency. Find out how expense report software can help you simplify your processes and save time.

How can I automate my expense management?

To automate expense management, you need the right software. Here's how these tools can help:

• Simplified data capture: Employees can take a photo of their receipts with a mobile app, avoiding the loss of paper receipts and promoting paperless.
• Automatic processing: Thanks to artificial intelligence, invoice data is extracted automatically, reducing data entry errors.
• Quick approval: Managers can approve expenses at the click of a button, facilitating control and compliance with internal rules.
• Accounting integration: Data is synchronized with your accounting or billing software, simplifying the work of your accounting and cost accounting departments.
• Digital archiving: Documents are stored securely, in compliance with archiving and VAT requirements.

By automating these steps, you save significant time and improve your teams' productivity.

Which are the best expense management software packages?

There are several expense management solutions on the market. Here's a comparison of the best software in 2024:

Marvin Recruiter

Marvin Recruiter is an ATS/CRM software designed for recruitment teams. Although it is not specifically an expense report software, it integrates easily with other management tools to offer companies a complete solution. With its focus on efficiency and simplicity, Marvin Recruiter makes it easy to digitalize your HR processes.

Other expense management software: Spendesk, Onexpense, Jenji

Here is a comparative table of the main software :

Features
Automated data entry	✔️	✔️	✔️	✔️
Mobile application	✔️	❌	✔️	✔️
Accounting integration	✔️	✔️	❌	✔️
Customize rules	❌	✔️	❌	✔️
Average price per user	€20	€10	€12	€15

These software packages are distinguished by their functionality, ease of use and cost. It's important to choose your software according to your company's specific needs.

Which expense report software is free?

If you're looking for a free solution, you can turn to open source software such as KMyMoney or GnuCash. However, these tools may be less intuitive and lack certain advanced features such as automation and artificial intelligence. For effective business expense management, it's often best to invest in a paid-for software package offering good value for money.

How to choose an expense report software?

To choose the best expense report software for your business, here are a few criteria to consider:

• Features: Check that the software offers the features you need, such as automatic calculation, mobile application, travel expense management, etc.
• Ease of use: The tool must be intuitive to facilitate its adoption by users.
• Integration: Make sure the software can integrate with your accounting software or website.
• Financial cost: Compare prices and choose a solution that fits your budget.
• Customer support: A good helpdesk is essential in the event of a problem.

For optimized accounting management, it's important to choose software that meets your specific needs.

How does expense report software work?

Expense report software generally works as follows:

1. Expense recording: Employees record their business expenses by taking a photo of receipts via a mobile application or by uploading them to the platform.
2. Automatic processing: The software uses artificial intelligence to extract data (amount, date, supplier) and automatically fill in the required fields.
3. Validation: Managers or supervisors can approve expenses according to defined rules.
4. Accounting integration: Data is exported to accounting software for payroll processing and expense reimbursement.
5. Archiving: Documents are securely stored for a legal period, offering probative value in the event of an audit.

This process enables smooth management of expense claims, reducing errors and ensuring regulatory compliance.

What are the advantages of expense management software?

There are many advantages to using expense report software for your company:

• Time savings: Automation reduces the time spent entering and processing expense claims.
• Error reduction: Automatic calculation reduces the risk of human error.
• Compliance: Internal rules and ceilings are applied automatically, ensuring compliance with spending policy.
• Real-time visibility: Data is accessible in real time, enabling better analysis and cost control.
• Secure archiving: documents are stored securely, facilitating audits and tax inspections.
• Mobility: Mobile applications enable employees to enter their expenses wherever they are.

By optimizing the management of business expenses, you can improve your teams' productivity and save money.

Other useful HR software features include Marvin Recruiter

Although Marvin Recruiter is not an expense report software, it offers many features for recruitment teams:

To discover all the features of Marvin Recruiter, please visit our dedicated Marvin Recruiter features page.