A selection of our clients

Expense Claim Custom Workflow Approvals

The system is capable of facilitating custom approval workflows, this determines which users will be sent approval tasks. The base system approval workflow operates on a ‘per department’ basis; when a user creates a claim, they must assign a departmental code to each claim line, these departmental codes have predefined approver users who will act as department managers, these users will receive a task to approve all claim lines containing the aforementioned departmental code.

If the department manager approves the claim then it will be sent to finance to process the claim and export it as a CSV file, ready to be imported into the clients 3rd party payment software (such as Sage Accounting or Xero). This results in only fully approved expense claims being registered on the account software package.

Having only approved expense claims on the accounts package allows Finance to accurately report and manage cash flow and schedule payments to employees for approved claims. Finance can at any time run a report for the Expense System to report on claims pending submission or pending approval.

As mentioned at the beginning of this video, this is just one example, the approval workflow is fully customisable during the system set up, for example, there could be multiple levels of approval after the department manager. Or the approval routing could be based on the total value for each claim or based on other expense claim criteria such as department codes, nominal codes or expense types.


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