Business Trips & Expense Settlement
Employee expense and business trip settlement module
Efficient management of employee expenses
Settlement of business and business trip expenses is one of the key challenges for companies. Manual processing of invoices, applications and reports consumes valuable time of employees and accounting, and the lack of a transparent system can lead to errors and uncontrolled increase in costs.
The Enovatio document circulation system solves these problems by providing a fully automated process of managing employee expenses – from reporting the cost, through the acceptance of the supervisor, to the final settlement in accounting. Thanks to the digitization of the entire process, the company gains full control over finances, saves time and minimizes errors in settlements.
How does the employee settlement module work?
Digitalization and reporting of expenses while traveling
- An employee can report an expense directly from their phone or computer – just take a photo of the receipt or invoice or send the document by e-mail.
- Documents can be automatically assigned to expense categories (e.g. transport, accommodation, fuel), which eliminates the need to describe them manually.
Automatic data reading (OCR) and linking with invoices
- The system automatically recognizes and reads data from documents using OCR technology, eliminating errors and accelerating the settlement process.
- If the invoice is already in the Enovatio document flow, the system will automatically link it, preventing double accounting.
Comprehensive settlement of business trips and calculation of allowances
- The system calculates domestic and foreign allowances in accordance with applicable regulations, taking into account the duration of the delegation and the applicable limits.
- Possibility of reporting an advance payment for a delegation and then automatically settling it after return.
- Expenses for transport, accommodation or meals can be assigned to the delegation, which facilitates cost analysis.
Electronic approval workflow
- After reporting expenses, the system automatically directs the document to the appropriate persons – the supervisor, the finance department or accounting.
- Possibility of remote acceptance at any stage – supervisors can approve or reject expenses even by phone.
- Each stage of acceptance is visible in the system, which eliminates lost documents and long waits for a decision.
Integration with accounting systems and document archiving
- After acceptance, expenses are automatically transferred to the financial and accounting system, which eliminates manual data entry.
- The system stores a full settlement history, which allows for quick document searches and full compliance with audits.
What will your company gain?
- Faster and simpler expense settlement – process automation eliminates paper documents and speeds up cost acceptance.
- Better budget control – all expenses are recorded and can be easily analyzed, which helps optimize company costs.
- Fewer errors and greater compliance with company policy – automatic verification and integration with the accounting system minimize the risk of errors.
- Transparency and compliance with regulations – a full history of expenses and documentation allows for easy preparation of reports for audit and compliance with legal requirements.
- Time savings for employees and accounting – less manual work means more time for strategic activities instead of handling paper documents.
Summary – modern employee expense management
The Enovatio expense settlement module is a comprehensive tool that allows companies to fully automate and control employee costs. It makes life easier for both employees, who can quickly report expenses, and accounting departments, who receive complete, organized documentation.
Do you want to streamline your settlement processes and ensure full control over company expenses? Contact us and see how Enovatio can help your company!
