“Is Your Company Still Chasing
Manual credit card expense Claims From Your
Employees … While Paying Excessive
Late Fees To Your Credit Card Company?”
Cut Expense Processing Costs by as Much
as 80% and Travel and Entertainment
Costs by 30% or more!
January 22, 2008
From the desk of Sharon Nouh
Dear Financial Controller,
You know better than anyone how labor-intensive the process reimbursing expense claims can be. From the drudgery of filling out claim forms … to the time spent by your accounting staff keying in data, managing business expenses has to be the most inefficient and tedious administrative task of them all.
And let’s not forget how difficult it is to enforce company policies when your expense management system is hopelessly primitive. Instead, you’re forced to cope with more abuse of the system, a greater burden on your employees and accounting staff and at best, a hazy picture of where your company’s travel and entertainment dollars are going.
To put it bluntly, if you're still managing your business
expenses the old-fashioned way, you are literally throwing
away thousands of dollars each year in excess spending,
lost revenue and wasted time spend by employees.
In today’s fast-paced business climate, the quickest way to directly improve your bottom line is to increase the speed and efficiency of critical but time-consuming administrative tasks.
“No kidding,” you’re probably thinking. “But automating a process such as reimbursing expense claims is much easier said than done.”
Until now, this has been entirely true. With their high price tags and complex implementation requirements, expense management software programs have long been suitable only for very large and wealthy organizations. When you consider the huge cost outlay needed to install a an expense management system and train employees, smaller businesses are left with little choice but to manually process expense claims with antiquated handwritten forms and Excel spreadsheets.
So even if you’ve thought about streamlining your expense management process, these annoying obstacles above have probably been standing in your way, right?
I don’t blame you for feeling discouraged. But hang on just a moment.
What if you could get your hands on an affordable, easy-to-use online expense management software designed exclusively for smaller organisations such as yours? One that allowed you to get up and running in a matter of days - instead of weeks or months?
- Cut expense processing costs by as much as 80%?
- Reduce direct travel and entertainment costs by up to 30%?
- Slash your expense report processing time by 50%?
Think about it: streamlining expense management tasks could lead to effortless expense report filing, quick approvals and faster credit card reimbursements. A completely automated expense management software can also enforce compliance with company expense policies, allowing you to keep a tighter rein on corporate spending.
Not to mention how transparent your company’s
spending will become. You’ll be able to immediately see
where your money is going … which opens doors of
opportunity to cost savings, volume discounts and
powerful leveraged negotiations with your vendors!
Sounds pretty good doesn’t it? It’s easy to see how automating your expense claim reimbursement process could be a tremendous boon for your business.
Now here’s the good news: There is an online expense management software that offers all of the above mentioned benefits - and more.
Better yet, this software requires no significant outlay of capital to install, which means there’s no need for you to spend months getting a financial “sign-off”. As a matter of fact, you can virtually have a beta test program up and running even before you have time to request approval. Makes a pretty convincing argument for the powers-that-be, doesn’t it?
Intrigued? Then I urge you to keep reading!
They Say Necessity is
the Mother of Invention …
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My name is Sharon Nouh, and I’m the co-founder and President of a successful technology company called e-travel solutions. My firm has developed a number of groundbreaking software programs for small to mid-sized travel organizations around the world, including expense management software, accommodation tools and robust content management systems.
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I’m not new to the travel business. In fact, I have years of experience in this exciting industry under my belt. It all began in Adelaide, South Australia when I opened my first corporate travel agency, which I developed into one of Adelaide’s premier corporate travel organizations.
My adventures in travel didn’t stop there! I then opened another travel agency in the hub of corporate Australia in Sydney. In 1996, I sold that thriving agency to travel.com.au, a listed Agency on the Australian Stock Exchange. As General Manager - Corporate at travel.com.au, I was responsible for growth of the corporate travel division and participated in the development of a sophisticated online booking tool. This was my first taste of the exciting world of online travel technology.
Although I eventually left the travel business,
I never quite left my passion for the industry behind.
Over the years, I have worked diligently to discover innovative new ways for travel companies and corporate clients to use technology to their advantage. In my daily dealings with these organisations, I realized that many of these companies were experiencing the same problem – a lack of affordable IT solutions to help their business thrive in a competitive marketplace.
To say that my clients were frustrated is an understatement. Although they recognized the advantages of using credit cards for the payment of all of their travel and entertainment costs, they simply couldn’t afford the “big- end-of-town” expense management software.
And is it any wonder? As I mentioned earlier, the complex software, ongoing maintenance and costly hardware needed to run some of these fancy expense management systems puts them plain out of reach for smaller enterprises. So …
I “Heard the Call” for an
Affordable, Cost-Effective
Expense Management Software
System – and I Answered!
When I learned of the driving need for a practical, budget-friendly expense management system, I set out to find a solution. Along with several other IT “gurus”, I decided to launch an innovative new venture called Expense Manager. Based on years of experience in the travel technology and corporate world, we researched and developed like crazy for 18 long months. The result is a powerful expense management software that gives smaller companies a practical and realistic choice when it comes to automating their expense claim process.
So Just How Does This Online
Expense Management Software Work?
Expense Manager is an intuitive, browser-based software program that automates the complex process of managing your organisation’s business expenses. From tracking spending … to enforcing corporate policies … to delivering precise, on-demand reporting, Expense Manager gives your cardholders, approvers and accounting staff centralized web access to a collection of robust expense management tools.
Why e-xpense manager?
Here Are Some Highlights …
Benefits for Your Organization
More Control Over Travel and Entertainment Spending
- Enforces corporate policies automatically
- Ensures that preferred vendors are utilized
- Highly accurate, using automatic data feeds which can be linked to payment and general ledger systems
- Reduces expense report preparation time by eliminating re-keying of data
- Delivers precise expense reports of who's spending what and where
- Enhances vendor negotiations with consolidated reporting of travel and entertainment expenditure
- Frees up your employees’ time so they can focus less on paperwork - and more on performing their core jobs
By establishing a “checks-and-balances” system that gives you greater control over travel and entertainment expenditures, Expense Manager allows you to begin recognizing an immediate return on your investment.
And your organisation as a whole isn’t the only beneficiary of Expense Manager. With this convenient online expense management software, your cardholders will find tracking their business expenses as easy as a click of the mouse!
No more waiting for the latest paper statement from the credit card companies. From anywhere in the world, your cardholders simply log on to a home page and voila! There is their latest credit card claim, ready for them to review, update and submit. The whole process takes just a few moments.
Benefits for Cardholders
Automatic Submission of Expense Claims
- Secure log-in for quick access to pending approvals, current status of submitted claims and creation of new claims
- Automatic card data feeds with integration to data entry fields
- Non-card expense data entry with user-friendly functionality
- Automatic calculation for taxes according to expense types
- Business rules database for preferred suppliers and transaction limits
- User-friendly split expense function for apportioning to general ledger codes, company cost centres and tax allocations
- Incorporates company policies and flags exceptions prior to submitting
- Automates calculations to reduce errors
- Automatic route to nominated approver
- Ability to add comments on each item for over-limit or explanation for expense
Absolutely! Expense Manager was designed with your employees’ security in mind. Their credit card details and personal information are handled very securely and affordably.
For those responsible for approving expense claims, gone are the days of scrutinizing scribbles on handwritten forms. The automatically-created claims in Expense Manager are flagged with over-spending limits and non-preferred supplier statuses, making it easy to recognize unauthorised spending. And since approvers can log on from anywhere in the world, delays in reimbursements are greatly reduced.
Benefits for Approvers
Fast, Intuitive Approval Process
- E-mail notification when claims are submitted for approval
- Secure log-in for quick access to pending approvals and current status of submitted claims
- Policy violations are highlighted with exception flags
- Ability to add comments on each item if questionable or rejected
- Automatic route to employee if expense is rejected
- Reporting features for expense analysis
- Ability to configure expense types to match internal expense reporting
- Reporting capabilities offering a precise analysis of total expenditures
What if all your Accounts Payable staff had to do to pay expense claims is automatically transfer this data to their accounting software? With Expense Manager, not only is the re-keying of data eliminated, your accounting staff can also check the progress of expense claims at any time. This further improves your turnaround time on paying credit card statements and helps eliminate those costly credit card fees.
Benefits for Accounting Staff
Streamlined Flow of Financial Data
Not at all! In addition to being secure and reliable, Expense Manager can be implemented quickly and easily. Since this program is web-based, it’s accessible to your entire staff no matter where they are – at home, at the office or on the road.
This innovative online expense management software:
- Requires no additional IT resources or dedicated personnel
- Features an easy-to-use interface that requires little or no training
- Protects all data by using SSL 40-bit and 128-bit encryption
- Is hosted at a class-A data centre with database replication, fault-tolerant site failover and physical site security
- Deploys without software across Mac, Windows and Unix platforms, through Netscape 4.51 or higher and Internet Explorer 4.5 and higher
- Uses only standard HTML and JavaScript and does not require any 'heavy' Java-based client application installations
- Provides service through major Tier 1 providers, with sufficient bandwidth for both Internet and Intranet access
Knowing that “one-size-fits-all” expense management software makes little business sense, we designed Expense Manager to be scalable to your company’s unique needs and policies.
With Expense Manager, you can:
- Configure expense types to general ledger codes for interface to general ledger systems
- Configure expense policy rules to match corporate policies
- Configure the management of data imported from all major card vendors
- Configure multi-level company structures, employee user levels, policy levels, preferred suppliers and transactional limits
- Configure the automatic export of data to multiple external accounting systems
- Configure the automatic calculation of taxes according to expense type
This flexible, state-of-the-art expense management
software is more than easy expense reporting …
it can mean thousands of dollars in savings
and recouped revenues for your company!
You probably know how much you spend on airfares and accommodation - but what about all those other costs that are harder to track, like taxis and entertainment? Imagine being able to see exactly where your travel and entertainment dollars are really being spent. Expense Manager gives you true visibility into your company’s spending – right at your fingertips.
Just a Minimal Investment
Can Mean Significant Cost
Savings for Your Company!
Packed with a wealth of benefits and powerful features, Expense Manager can be implemented by your organisation for an affordable, one-time fee.
We completely customise this unique online expense management software to your company's needs, travellers and policies. You will have your own dedicated Account Manager who will handle the initial training and be available to you whenever you need support.
Once you’re up and running with Expense Manager, you company pays only a reasonable monthly subscription fee, based on the total number of users.
Could automating your company’s travel and entertainment expense management process be any simpler?
Wow! I’m Interested in
Learning More About This
Expense Management Software.
What’s the Next Step?
The best way for me to show you the extraordinary capabilities of Expense Manager is through a quick, online demo. I’ll walk you through our system from start to finish, explain its various screens, and answer any questions you might have. This risk-free online demonstration can be done right over the phone and will require just 15 minutes of your time.
It’s easy to sign up for a no-obligation demo of this dynamic online T&E expense management software – just fill out our simple form and click “Submit”! I’ll get back to you within one day or less to set up a demo time that’s convenient for you.
Yours in profits,
Sharon Nouh, CEO
Expense Manager
YES! Sign Me Up for My 15-Minute, Risk-Free Demo Now!
P.S. Our research has shown that an automated online expense management software can cut your processing costs by as much as 80% and reduce travel and entertainment costs by as much as 30%. That translates into a much more attractive bottom line for your organization. In this competitive marketplace, can your company afford to keep wasting money by managing expenses the old-fashioned way?
P.P.S. The quick online demo won’t take much of your time – and it’s absolutely FREE. Why not take 15 minutes to find out what Expense Manager is all about? This could be the most important decision you ever make for your company’s financial health – and future.
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