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.
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."
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.
Staff no longer spend 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.
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.
Once we moved our documents into DocuWare, we had a massive reduction in our physical document storage requirements which made our move and continued residence in our new campus work brilliantly. The storage and retrieval of documents is so painless and has really streamlined our workflow.
We know the team at DocTech very well and support has always been great. Since the implementation of DocuWare in 2018, we’ve had very few issues. Any we have had are rectified very quickly.
Our relationship with DocTech now spans over 25 years, and throughout that time their service has been consistently excellent. The team are always responsive, knowledgeable and genuinely interested in helping us get the most from DocuWare. Their guidance has supported us through every stage of our digital journey from our very first on-premise system to the hybrid solutions we’re implementing today. It’s a partnership built on trust and shared innovation.
I'd recommend DocTech and DocuWare to anyone still using paper. The benefits out-weigh the cost and we'd never go back. It's been a major benefit to us. We'd need an extra pair of hands if we didn't have it working so well.
info@doctech.co.uk
0161 647 7040