Employee expenses are a routine part of business operations whether it's travel, meals, accommodation, or client-related costs. Naturally, employees expect fast and accurate reimbursement. However, managing these expenses can be one of the most time-consuming and complex processes for both staff and finance teams. That’s where expense management software plays a critical role.
Expense management software is a digital forms solution designed to streamline the process of reporting, tracking, and approving employee expenses. The digital expense forms are simple to design and can be tailored to your exact requirements with drop down select lists, calculations for different rates - whatever you like.
The digital expense forms would be provided as part of our integrated digital forms offering. You can have your company branding on them and crucially they are public forms. This means that from one solutions, multiple forms can be created for different processes. This enables staff, clients or suppliers to complete the web based forms with no extra cost to your business. The forms are then submitted and enter your document management systems for your staff to process them.
Modern solutions often integrate with accounting systems, creating a seamless experience for both employees and finance teams.
Paper-based processes come with a variety of challenges and are often the reason our clients and prospects get in touch with us to begin with. We regularly hear about:
As a result of these, questions pile up with back and forth messages between employees and finance, long processing times arise, and errors occur. The effort for employees and administration staff still remains high even with digital templates. Paper receipts have to be found and submitted and often expense forms have to be printed out. Expense management software addresses all these issues.
Should an employee have a working lunch with another member of staff, this can be easily included. Likewise the expense management software has the functionality for staff to report on any tips they have given to restaurant staff.
The software offers a greater control over internal guidelines and expense limits than paper or excel forms can, along with compliance of these guidelines.
Mileage allowance calculations can be made with limits that can be easily altered in the system by management when any changes occur.
Employees can choose their preferred payment method where different choices are offered to staff.
Security and transparency are enhanced regarding responsibilities, documents and approvals.
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The DocTech team’s knowledge of DocuWare is really impressive. As well as that, they also understand our industry and departmental business processes and systems. The implementation was really smooth and efficient.
The digital transformation at Serviceline has set a new standard for efficiency and accuracy in their operations. Their Ops Director highlighted the significant impact, stating, "DocuWare has become the centre of all activity - we use the documents to centralise our activities."
Using DocuWare has made our lives so much easier, both internally and for our customers. It makes us look professional and allows us to move much faster. DocTech give us UK-Based Support: Fast response times, helpful team, and a personal service.
DocTech continues to support SHG beyond deployment, refining workflows and ensuring user adoption as well as further integration capabilities with their Housing management system – Civica CX. The relationship didn’t stop once the system went live. That post-implementation support really helped us optimise our setup.
We used to spend around three hours a day looking for paperwork. Since our documents are now available digitally, with a click of a button, we were able to significantly improve our customer service. We wanted our administration service levels to match the quality of our products, and with DocuWare we have achieved just that. It has become an essential business tool for us.
Everything is now filed and is easily retrievable in one document repository. Our Customer Services team achieved a time saving of approximately 15 hours of filing per week – i.e. ½ hour per person x 5 days. The system has provided greater security, retrieval is simpler and faster, with all the information accessible from any location. We continue to work closely with DocTech on future enhancements with other teams within our business.
All paper has now gone! We still have some historical documents we occasionally need to refer to and when we do, they are scanned into the digital cabinet and then destroyed. The biggest benefits of implementing DocuWare is the accessibility of information across the office, saving on storage space and saving some trees! The ease of use, and the support from DocTech is very good.
Staff no longer waste time looking for documents. Documents are retrieved in seconds using fixed index. There is no more need for physical storage and the filing archives soon will be gone.
This has been an IT success story for Mosscare. On the one hand staff have embraced this one piece of technology better than any other. On the other hand we are now able to offer a much better service than ever before.
Thanks to our DMS, we are saving a lot of the time normally spent on searching and storing documents, basically the work of one part-time employee. This means that we were able to reach our aggressive growth goals with our existing resources.
info@doctech.co.uk
0161 647 7040