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How to manage expenses with Envoice. Create expense and travel report.

Dealing with expense documents can be time-consuming – all receipts and invoices have to be gathered from employees, sorted and inserted into accounting software by the time of reporting.

Today’s accounting softwares mostly do not offer automated data entry, therefore it is necessary to seek for the compatible support service that does the magic with expense documents efficiently.

 

Envoice’s expense management software enables to extract data from all receipts and invoices. Expense documents usually come in PDF or JPG format, which can be sent by email, photographed with smartphone or uploaded into Envoice web application. Once the documents are loaded, the extracting process begins according to your selected plan – Envoice’s Lite plan extracts the data automatically and Standard plan comes with a double-check by a human eye for ultimate preciseness.

 

Data extraction is however only one part of expense management software and once the expense documents are all in a digital format, it is necessary to review and approve them, create expense reports, reimburse the payments and archive the documents in an easily accessible format. Cost reviews and approvals should be solved with an effortless digital approval round, during which the company’s management board and accountants together decide whether the costs are correct and can be reimbursed to employees.

Envoice offers a powerful expense management software, which covers the whole cost management process.

 

The expenses module allows to do the following operations:

  • Photographing receipts or purchase invoices using a smartphone. You can then create business expense as well as travel reports from the photographed receipts or change the receipts into purchase invoices and send them for purchase invoice workflow;
  • Expense documents can also be uploaded from computer as PDFs and can be used in reports;
  • Preparing travel applications before going on travel and approving travel applications in an approval workflow;
  • Preparing travel reports for an individual as well as a group travel;
  • Add Purchase invoices, such as plane tickets or a hotel already paid by the company to travel reports;
  • Preparing and approving business expense reports in the Envoice approval process.

 

How to create an expense and travel report?

 

Creating an expense or travel report is one of the main outcome of the expense management process.

Envoice enables to compile expense and travel reports via smartphone or web application.

All receipts can be photographed with smartphone and you can choose to start the new report before starting the photographing. This way the receipts move automatically under the created report and you can later just revise what’s been added.

Envoice offers the following options for creating reports:

  • You can compile the report for yourself or on behalf of other employee.

  • You can choose all receipts and invoices into your expense report which are saved into your computer or sent to Envoice.

  • Expenses can be distributed between different parties and if there’s a selected setting that unjustified expenses are allowed, the company can deduct personal costs not covered by the company.

  • Expense report can be sent to an approval round, whether you select the approvers one-by-one or use saved approval templates.

  • Travel reports can be created for multiple persons at once (group report).

  • Purchase invoices can easily be added into travel reports, if checked that the particular purchase invoice belongs to a travel report. Purchase invoices can be added before the approval rounds.

  • Multiple payment methods can be used on reports. One report can consist of receipts paid with personal card and receipts paid with a company credit card.

  • Expense documents can only partially be reimbursed and Envoice makes the calculations itself.

  • Envoice enables to add car milage reimbursements.

  • Expense and travel reports are easily accessible and revisable after saved into the archive.

 

Expense and travel reports are easy-to-use with Envoice and the process becomes faster and effortless. Using data extraction and automated templates make the reporting process transparent and smooth to everyone.

Read more from our user manuals:

Travel and economic expenses

Expense report

Travel report

 

Or check out our Purchase and Expenses webpage.

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Envoice team