But they can often be very awkward to keep track of; paperwork can go missing, expenses can be duplicated or missed, and keeping paper copies of small receipts and invoices can be cumbersome.
However, there is a way to make the expense claim procedure quicker, easier, and more efficient – by using a simple cloud app.
With the Xero Expenses app, the process can be simplified and streamlined. Here are some of the key features of the app:
- Staff can photograph their expense invoices and with data capture technology, Xero Expenses can read the data and automatically fill in the fields required, reducing time spent and the margin for error.
- Digital copies of invoices and receipts are retained within Xero, eliminating the need for bulky paper files.
- Mileage can be tracked and recorded using the map in the mobile app, making distance calculations easy and quick.
- Expenses can be assigned to a customer if it’s going to be charged on, with the expense automatically added to the customer’s next sales invoice.
- There are different access levels available – “submitter” who can only submit the claim, “approver” who can approve a claim, and “admin” with full access rights. So there is a full approval system to ensure only genuine claims are allowed.
- When a claim is approved it is automatically converted into an invoice on Xero, ready to be paid.
- With the mobile app you can receive notifications whenever a claim is submitted, and the mobile app also allows approval on the go.
- Expenses can be re-imbursed without delay.
- Reports can be generated within Xero to monitor expense claims by employee, so patterns and trends can be seen at a glance.
- The app eliminates the need for storage of paper invoices and receipts.
- The monthly cost is minimal and is charged per employee. If an employee does not submit any claims in a particular month, or simply logs in to look at previous claims, then no charge will be applied.
In conclusion, if you are looking for a low-cost solution to keep full records of staff expenses, then the Xero app is an efficient tool for the job.
For more information, please contact Gareth Cliffe at g.cliffe@uhy-manchester.com, or your usual UHY adviser.
