Claiming expenses easily with software
Claiming expenses is often error-prone and labour intensive in many organisations: complex expense claim forms, uncertainty about responsibilities, and long waits for approval.
Sometimes expense claims are even lost. The Spend Cloud’s expense claims software helps digitize, clarify, and simplify this process.
The advantages of expense claims software
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Combination with smart payment cards
You can bypass the expense claims process by using smart payment cards for employees. That way you only have to use expense claims software with exceptions and you save tons of work! Read more about this unique combination on the Spend Cloud Expense page.
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Expense claims are easy to submit
After purchase, employees can take a photo of the receipt and submit the claim via the app straight away. In addition, no administrative knowledge whatsoever is required to claim for expenses incurred.
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Approve claims with a single click
Expense claims automatically go to the right person thanks to the predetermined workflow. The assessor can approve the claim with just one click, and they also receive a reminder if action is not taken in good time.
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Claim travel expenses easily
With digital expense claims, you can always locate expense claims in the digital archive.
More information
The smartphone app, integration with over 50 ERP systems and far more, view all the features of the Expense Claims module on the fact sheet.
Claiming expenses, how does it work?
1. Uploading
Digital expense claims start with uploading the claim, this is very simple. No complex expense claim forms, but a system with several clear options. Employees can take a photo of the receipt via the app and submit the claim straight away. The system also uses familiar options for cost classifications, so employees require no administrative knowledge whatsoever to submit claims. The expense claims software allocates the costs to the correct ledger account in the background.
2. Submission/approval
After submission, claims automatically go to the right assessor based on the predetermined workflow. The assessor receives notification via email that an expense claim is ready for approval. If the assessor does not take timely action, they are sent a reminder. The employee can follow all these steps and see who needs to approve the claim.
3. Checking
Depending on organisational policy, administration checks the expense claims, or they are automatically transferred to the financial package for payment.
4. Viewing
Claims are automatically saved in a digital archive where it is clear exactly who claimed what when. The administration also has insight into progress reports that indicate the length of time taken by managers to approve claims.
1. Uploading
Digital expense claims start with uploading the claim, this is very simple. No complex expense claim forms, but a system with several clear options. Employees can take a photo of the receipt via the app and submit the claim straight away. The system also uses familiar options for cost classifications, so employees require no administrative knowledge whatsoever to submit claims. The expense claims software allocates the costs to the correct ledger account in the background.
2. Submission/approval
After submission, claims automatically go to the right assessor based on the predetermined workflow. The assessor receives notification via email that an expense claim is ready for approval. If the assessor does not take timely action, they are sent a reminder. The employee can follow all these steps and see who needs to approve the claim.
3. Checking
Depending on organisational policy, administration checks the expense claims, or they are automatically transferred to the financial package for payment.
4. Viewing
Claims are automatically saved in a digital archive where it is clear exactly who claimed what when. The administration also has insight into progress reports that indicate the length of time taken by managers to approve claims.
Expense claims software is part of Spend Cloud Expense. The software integrates seamlessly with smart payment cards. Curious how this helps get rid of the hassle of claiming expenses? Read more on the Spend Cloud Expense page.
More information about expense claims software?
The smartphone app, integration with over 50 ERP systems and far more, view all the features of the Expense Claims module on the fact sheet.
Do you want a price indication specifically for your organization?
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Giving employees smart debit cards to make organisational expenses:
- Gives Finance complete control over card balances
- Makes assessing expenses easier for budget holders
- Makes managing cards easy, in just one system
- Facilitates online payments
Smart debit cards, if possible, claim expenses when inevitable. Additional expense claims software with:
- Options to easily add receipts
- Progress reports on processing time
- Assess in accordance with the procurement policy
- Exports with just one click
- A digital archive
Employees pay with smart debit cards and only submit expense claims when necessary.
- Card transactions are processed digitally
- Real-time visibility of card balances everywhere
- Standardized coding of card transactions by expense type (ledger accounts)
Gain insight and control with automated invoice processing:
- Process invoices with artificial intelligence
- Integrated OCR scan-and-recognition software
- Software for an unlimited number of users
- Includes an unlimited number of administrations
- A complete audit trail
- Transferable archives and tasks
- Integrate with contract management and/or procurement
“The ABC analysis offers a fantastic experience with almost no effort from me!” according to Spend Cloud users.
- Optimize procurement flows
- Minimize process costs
- Trust accurate and complete datasets
- Rely on accurate, complete, and up-to-date data.
Spend Cloud analyses are indispensable in a digitalized Purchase to Pay process.
With Purchase to Pay Basic you use invoice processing with all its benefits. A digital archive, fewer manual actions, assessment via the Spend Cloud App and XML invoices. Curious to see what happens if you link this process to contract management and procurement?
Gain insight and control with automated invoice processing:
- Process invoices with artificial intelligence
- Integrated OCR scan-and-recognition software
- Software for an unlimited number of users
- Includes an unlimited number of administrations
- A complete audit trail
- Transferable archives and tasks
- Integrate with contract management and/or procurement
Simplify and clarify contract management with:
- Automated matching to invoices
- Notifications that help prevent unwanted renewals
- A complete audit trail
This way, you know exactly where to optimize and save costs.
“The ABC analysis offers a fantastic experience with almost no effort from me!” according to Spend Cloud users.
- Optimize procurement flows
- Minimize process costs
- Trust accurate and complete datasets
- Rely on accurate, complete, and up-to-date data.
Spend Cloud analyses are indispensable in a digitalized Purchase to Pay process.
With Purchase to Pay Advanced you use invoice processing and procurement. This gives you the certainty of 3-way matching, control over ordering behviour, a streamlined procurement process and ordering options at 200+ webshops. Curious to see what happens if you link this process to contract management?
Gain insight and control with automated invoice processing:
- Process invoices with artificial intelligence
- Integrated OCR scan-and-recognition software
- Software for an unlimited number of users
- Includes an unlimited number of administrations
- A complete audit trail
- Transferable archives and tasks
- Integrate with contract management and/or procurement
Guarantee accordance with the procurement policy thanks to Spend Cloud procurement software:
- 250+ available OCI-webshop connections
- Automated (3-way) matching to invoices
- Easily register orders as received in the Spend Cloud App
- Software for an unlimited number of purchasers
Simplify and clarify contract management with:
- Automated matching to invoices
- Notifications that help prevent unwanted renewals
- A complete audit trail
This way, you know exactly where to optimize and save costs.
“The ABC analysis offers a fantastic experience with almost no effort from me!” according to Spend Cloud users.
- Optimize procurement flows
- Minimize process costs
- Trust accurate and complete datasets
- Rely on accurate, complete, and up-to-date data.
Spend Cloud analyses are indispensable in a digitalized Purchase to Pay process.
Purchase to Pay Professional provides you with benefits of invoice processing, contract management and procurement software:
- Touchless invoice processing
- End-to-end automation
- Preventing unwanted contract renewals
With Purchase to Pay Basic, you benefit from invoice processing with the following advantages:
- Faster processing time
- Fewer manual actions
- Always prepared for staff turnover
- Easy review via the app
- XML invoices and 3-way matching
Purchase to Pay Advanced provides you with benefits of invoice processing and contract management like:
- Entry proposals with artificial intelligence
- Preventing unwanted contract renewals
- Less manual labour
Purchase to Pay Professional provides you with benefits of invoice processing, contract management and procurement software:
- Touchless invoice processing
- End-to-end automation
- Preventing unwanted contract renewals
Employees pay with smart debit cards and only submit expense claims when necessary.
- Card transactions are processed digitally
- Real-time visibility of card balances everywhere
- Standardized coding of card transactions by expense type (ledger accounts)
More information about expense claims software?
The smartphone app, integration with over 50 ERP systems and far more, view all the features of the Expense Claims module on the fact sheet.
