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

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

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.

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.

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.

One Spend Cloud

Spend Cloud
Expense package

‘The new way of claiming expenses.’ Employees pay with smart debit cards and only claim expenses when they absolutely have to. More freedom for employees, more control over expenses for Finance. Ready for a user-friendly expense claims process, combined with debit cards?

Spend Cloud Cards

Give employees the freedom to use smart payment cards, while Finance manages all expenses. Spend Cloud Cards are under the organizations full control. Combine Spend Cloud Expense and Purchase to Pay to manage all expenditure flows in one environment. 

Expense Claims

Make the expense claims process more user-friendly and more manageable. Combine expense claims software and smart Spend Cloud Cards to save employees time they can then spend on core tasks. Combine Spend Cloud Expense and Purchase to Pay to manage all expenditure flows in one environment.

Invoice Processing

Take control over time consuming invoice processing and gain clarity. The Spend Cloud processes data automatically, one to one, and makes suggestions based on artificial intelligence. This speeds up your invoice processing. A fully automated Purchase to Pay process is within reach with contract management and procurement software. 

Spend Analytics

“With the ABC analysis you are served at your beck and call,” according to Spend Cloud users. Optimize your purchasing flows, minimize your processing costs and always be sure that you have the correct, complete and most up-to-date information for an audit. Spend Cloud analyzes are indispensable in a digitized Purchase to Pay process.

Purchase to Pay - Basic

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? 

Invoice Processing

Get overview and control over the time-consuming invoice processing process. The Spend Cloud automatically takes over invoice data one-to-one and makes booking proposals with artificial intelligence. This way you can code invoices faster. A fully automatic Purchase to Pay process is within reach with contract management and procurement software.

man-brengt-levering-van-inkoop-order
Procurement

Take control over time consuming invoice processing and gain clarity. The Spend Cloud processes data automatically, one to one, and makes suggestions based on artificial intelligence. This speeds up your invoice processing. A fully automated Purchase to Pay process is within reach with contract management and procurement software. 

Spend Analytics

According to Spend Cloud users, “the Spend Cloud’s ABC-analysis is at your beck and call.” Optimize procurement flows, minimize processing costs and always be sure that you have the complete, correct and most accurate data for an audit. Spend Cloud analyses are invaluable for a digitized Purchase to Pay process. 

Purchase to pay - Advanced

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?

Invoice Processing

Get overview and control over the time-consuming invoice processing process. The Spend Cloud automatically takes over invoice data one-to-one and makes booking proposals with artificial intelligence. This way you can code invoices faster. A fully automatic Purchase to Pay process is within reach with contract management and procurement software.

man-brengt-levering-van-inkoop-order
Procurement

Guarantee that employees adhere to the procurement policy with procurement software from the Spend Cloud. This prevents only finding errors while processing invoices instead of earlier in the flow. Employees order via an OCI connection for example, and easily register a delivery with the Spend Cloud App. A fully automated Purchase to Pay process is within reach with contract management and invoice processing software.  

Contract Management

Make managing contracts easy and never miss a beat. Unwanted contract extensions are a thing of the past and ways to save costs are clear as day when using contract management software. A fully automated Purchase to Pay process is within reach with invoice processing and procurement software.  

Spend Analytics

According to Spend Cloud users, “the Spend Cloud’s ABC-analysis is at your beck and call.” Optimize procurement flows, minimize processing costs and always be sure that you have the complete, correct and most accurate data for an audit. Spend Cloud analyses are invaluable for a digitized Purchase to Pay process. 

Purchase to Pay - Professional

With Purchase to Pay Professional you use invoice processing, purchasing and contract management software.

This allows you to automate processes end-to-end and prevent contracts from being extended undesirably. Overview at all times, everywhere, thanks to one Spend Cloud environment.

Purchase to Pay - Basic

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? 

Purchase to Pay - Advanced

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?

Purchase to Pay - Professional

With Purchase to Pay Professional you use invoice processing, purchasing and contract management software.

This allows you to automate processes end-to-end and prevent contracts from being extended undesirably. Overview at all times, everywhere, thanks to one Spend Cloud environment.

Expense package

‘The new way of claiming expenses.’ Employees pay with smart debit cards and only claim expenses when they absolutely have to. More freedom for employees, more control over expenses for Finance. Ready for a user-friendly expense claims process, combined with debit cards?

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.