-
ExpenseAnywhere–Lite®
is a web-based, easy to use, secure expense management solution designed for small and medium size companies. It is a ready-for-use solution that is delivered cost-effectively to help businesses instantly automate their expense management processes.
ExpenseAnywhere–Enterprise®
is the most comprehensive, easy-to-use, travel and expense management solution for large and global companies, and provides end-to-end automation of enterprise expense management processes from pre-travel approval to reimbursement for expenses including instant management and visibility of global spend in local and reporting currencies.
ExpenseAnywhere–Gov®
is our robust travel and voucher management automation solution specifically designed to meet the stringent demands and reimbursement policies of Federal, State and Local Governments, and DOD/GSA contractors.
The PcardSystem®
automates the entire procure-to-pay process including the reconciliation of purchase card transactions. Integrated with your ERP systems and document management systems, the PcardSystem provides phenomenal reporting capabilities that help you monitor your P-card spend, enhance strategic sourcing and vendor contract compliance. The PcardSystem is suitable for businesses and government establishments of all sizes that seek to manage their procurement process and reconcile their purchase card charges easily and efficiently.
-
ExpenseAnywhere — Lite
Our web-based Travel and Expense Management solution for small-to-medium-sized businesses!
Robust yet simple-to-use, ExpenseAnywhere-Lite cost-effectively automates your entire expense management process.
No more manual tasks required to reimburse business expenses!
ExpenseAnywhere-Lite helps you implement a paperless system that empowers you to gain spend visibility for your T&E expenses, resulting in operational efficiencies and reduced processing costs by as much as 80%!
Accessible using any Internet browser, ExpenseAnywhere-Lite provides travelers ability to enter and submit for approval their cash expenses, business expenses billed to their personal cards, or on-the-go expenses entered using their mobile devices. Receipts can be 1) scanned and uploaded, 2) faxed to an ExpenseAnywhere fax server, 3) e-mailed, or 4) sent as pictures from their mobile devices. In all cases, they are automatically linked as pdf documents for viewing with the expense reports. Result: massive savings due to the elimination of manual handling and storage of paper receipts for up to 10 years as required for auditing purposes.
Supervisors and finance managers can instantly review and approve submitted expense reports.
Approved expenses can be exported to a file for import into your accounting system. No more double entries, errors, or booking delays!
-
ExpenseAnywhere — Enterprise
End-to-End Integrated Travel and Expense Management Automation!
Providing Transparency, Accountability, and Spend-Control Management!
Travel and Entertainment is the second or the third largest controllable expense for most companies. At ExpenseAnywhere we help you control it easily and efficiently.
ExpenseAnywhere–Enterprise® is your web–based highly secure and comprehensive end-to-end solution that automates every aspect of the travel and expense-management process, from travel booking, to pre-travel authorization, to reimbursement for expenses, consistent with your company specified policies and approval processes.
ExpenseAnywhere is a highly configurable global system, for large and multinational companies, that enables easy and complete control of corporate expense–management operations, at all levels, no matter how complex the organizational structure or the policies. ExpenseAnywhere-Enterprise can easily, effectively and efficiently help you manage your global spend, track your VAT/Tax liabilities as well as provide VAT reclamations, and provide you instant ability to analyze your global spend.
Integrated with corporate cards, the system automatically receives and processes the daily transactions data files from your card issuer and pre-populates the cardholder's expense report making the allocation and reconciliation of the card charges quick and easy.
ExpenseAnywhere provides tremendous flexibility and empowers companies to setup their company specific policies through Policy Templates that are associated to user groups. Thus, a typical traveler template may have certain expense limits, while a manager or an executive's template may have higher spending limits. Once the templates are assigned, each and every expense entered by the user is validated against their specific pre-set policies. The system flags the exceptions necessitating user explanation.
The receipt management feature built into ExpenseAnywhere is so remarkable that you wouldn't want to look elsewhere! Whether, you upload scanned receipts, or fax them to ExpenseAnywhere fax server, or E-mail them to your account at ExpenseAnywhere, or use ExpenseAnywhere-Mobile App to enter expenses and/or send a picture of the receipt while on-the go, they are automatically linked as pdf documents to the expense report. Furthermore, our OCR technology automatically validates the submitted receipts against the expense items so you don't have to waste your time and effort in going-over pile of pages of digital receipts, to verify that the receipts are attached. Instead the system does it for you! Saving hundreds of hours of reviewers and approvers time! Of course, you wouldn't settle for less from an automated solution.
With the integrated travel booking software, ExpenseAnywhere provides complete control and reconciliation of your travel spend, consistent with your policies. As an integrated solution, the system automatically matches the travel itinerary data to the credit card data (Employee Corporate Card, Ghost Card, or Personal Card) to create an expense report for the user to submit, eliminating data entry and reconciliation of the card charges. Level–3 data from the credit card providers is automatically populated and validated against the expense receipts, taking the chore out of the expense entry to an easy, accurate and overwhelming experience. Reviewers like it even more because the data is already validated. All that they need to pay their attention to are the out–of–compliance expenses.
Whether you use our Integrated Travel Booking and Expense Management solution or just the Expense Management solution to support your organizations automation needs, or if you prefer to use our solution in conjunction with your travel booking partner, ExpenseAnywhere is the solution that unleashes efficiency across the organization and delivers a phenomenal ROI, all the time.
-
ExpenseAnywhere — Gov
Government Travel and Expense Management
ExpenseAnywhere Gov is the ideal automated mechanism for managing Federal, State, and Local government travel expenses.
Robust and simple-to-use, ExpenseAnywhere Gov enables you to cost-effectively automate your paper-based expense management processes.
No more manual tasks required to reimburse business expenses! Plus, you get spend visibility and analytics for your T&E budgets, enabling you to reduce overall operational costs by as much as 80%!
Our system will meet the demands of the most complex global organizations that require multi-level pre-travel approvals.
Your organization receives instant reconciliation and validation of travel card charges, even those billed to your corporate travel agency! No more costly and lengthy manual processes involved.
An intuitive interface is provided so government employees can easily create a pre-travel approval request showing intended expenses (based on GSA per diem rates) for single- or multiple-destination trips. Once travel has concluded, the PTA is then routed through to the appropriate approvers based on your previously determined reviewer workflow.
Pre-travel approval requests can be created for single or group travel. An employee can even designate (on the PTA) any pre-paid expenses (conference fee, meals, as well as charges to a third-party vendor). An approved PTA can then be linked — and copied — to an employee's expense account. No re-entry of data! Travelers are reminded to claim additional expenses versus those shown on the PTA.
ExpenseAnywhere users can allocate any pre-paid expenses, identify and add cash advances, and trace credit card purchases back to their submitted expense reports.
Users of ExpenseAnywhere can upload scanned images of expense receipts or fax receipts to an ExpenseAnywhere fax server for instant and automatic linking to their expense reports. So, the reviewers can view the receipts online along with the reports. This feature alone provides phenomenal savings by eliminating manual handling, management and storage of paper receipts for audit purposes.
ExpenseAnywhere acts as your watchdog, tracking exceptions to company policies and flagging non-preferred vendor use, duplicate expenses, and spending above pre-set limits, thereby helping manage compliance with your policies.
The Finance groups with complex general ledgers can be rest assured that this system supports their complexity and can integrate either on–demand, or as batch upload, or in real–time with their state–wide ERP systems with warrant information uploaded for display of payment details to the travelers.
ExpenseAnywhere provides the most comprehensive 360° reporting capability with drill–down to transaction level including export to Excel. Your executives and managers will appreciate the ability to track spending, check on a cost center activity, compare individual user activity, and drill down into the details when needed.
ExpenseAnywhere conforms to all GSA/DOD travel rules, including support for:
- Pre–loaded and maintained per diem reimbursement rates, all geographies
- Both in–state and out–of–state travel policies
- Lodging reimbursement when staying with friends and family
- Extra meals and day–trip meals
- Standard and alternate work schedules
- Multi–level travel approval processes
- Group travel
- IRS reimbursement policies and procedures
-
PcardSystem
Easy, Effective and Efficient Management of your Purchase Card Spend
ExpenseAnywhere's web-based Procurement-card solution, "PcardSystem" helps reduce costs and streamlines processes for authorizing, tracking, purchasing and reconciling your business purchases.
Eighty percent of corporate purchases are low-dollar value purchases. It costs businesses upwards of $100 to issue a single paper-based purchase order. Therefore, it is economical to use corporate procurement cards for day-to-day business purchases. In today's world with easy access to global markets, corporate sourcing has crossed traditional geographic boundaries and the use of Purchasing Cards has been expanded in to direct spending and higher-end, more strategic purchases.
The U.S. market alone for Purchasing Cards has grown exponentially in the past ten years with transaction volume expected to exceed $220bn in 2006 (Source: Packaged Facts, May 2000).
While the use of Procurement-cards for business purchases makes absolute sense, today over 90% of businesses and government offices are using paper (bills from their Purchasing Card issuer to manually review, allocate and reconcile their Purchase Card transactions. Such processes are inherently costly and error-prone, lack in management oversight and policy compliance, and create opportunities for employee fraud and risk.
Thus, many gains achieved using Purchasing Cards are thwarted by the lack of automation in the reconciliation process, which makes it even more difficult for businesses to comply with Sarbanes-Oxley (SOX) regulation.
ExpenseAnywhere's PcardSystem Solution is the only web-based, easy-to-use solution that automates the entire process of managing and reconciling the Procurement Card spend easily, effectively and efficiently while at the same time providing you with stringent controls to analyze data and comply with SOX.
Cost-Efficient Solution for the Cost Conscious Buyer
ExpenseAnywhere's PcardSystem solution helps you manage your corporate purchases through the entire life-cycle of order processing: from order entry to order approval to merchandise ordering, with eventual order verification and reconciliation and allocation of Purchase Card charges to appropriate expense accounts. With its built-in approval process the PcardSystem solution delivers a comprehensive, robust, secure, end-to-end solution that tracks cardholder purchases, from ordering to payment reconciliation consistent with corporate policies. The reconciled transactions can be exported to a file mapped for posting to your ERP system, thereby eliminating manual re-keying of the data.
-
Resources
Literature
Expense Management Solutions Brochure
Videos
White Papers
Case Studies
-
Literature
Expense Management Solutions
Learn about the cutting edge features of our Best-in-Class product line.
Download The Expense Management Solutions Brochure
ExpenseAnywhere Lite
Download the ExpenseAnywhere Lite Product Brochure
PcardSystem
Download the Pcard System Product Brochure
Newsletters
-
White Papers
Download
-
Case Studies
Food Processing Company
Five Star
An Exceptional Company Providing Exceptional Quality Retirement Living
Greystar
NYSDOT
-
Features
- Anywhere anytime 24x7 availability
- Easy to use, simple, secure and intuitive
- Template-driven functionality to control user access and policies
- Supports GL structure of any complexity
- Totally integrates with your back-end GL/HR systems, so the data in ExpenseAnywhere can be maintained in sync with your GL/HR systems
- Configurable approval process– supports multi level approvals
- Multi-currency transactions support
- Automatic import and processing of corporate card transactional data
- Supports all corporate cards, travel cards, ghost cards or personal cards
- Integrated travel booking system– makes booking a business trip and completing an expense report more convenient than ever for your employees
- Automates the pre–travel authorization process- controls travel spending before it occurs
- Automates expenses entry and submission
- Automatically enforces company expense/reimbursement policies
- Integrated with Mapquest to automatically compute the distance traveled and the associated reimbursement
- Tracks billable and pre–paid expenses, also project specific expenses
- Displays real-time status of expense reports
- Integration with ERP/payroll systems
- ACH disbursement to corporate cards and employees bank accounts
- Mobile apps for expense entry and submission, including receipt capture, and approval
- Automatic email notifications
- Preferred vendor spend – ensures preferred vendor rates are applied at point of purchase
- Proxy and delegate functionality
- Extensive reporting with drill–down capability and download to Excel
- Advanced Audit module enabling SOX compliant auditing controls – auditors to set and perform detailed audit and can also make any adjustments on previously paid expenses
- Advanced Budget Module to set and track budgets v/s actual spending
-
Integrated Travel and Expense System
ExpenseAnywhere integrated with travel booking system, makes booking a business trip and completing an expense report more convenient than ever before for your employees. This ensures that your employees book travel with your preferred vendors consistent with your company specific policies and that the negotiated rates are applied at the point of purchase.
ExpenseAnywhere comes tightly integrated with the global leader in online travel booking solutions, Orbitz for Business, corporate travel group of Orbitz Worldwide, Inc. (NYSE: OWW). However, the solution can just as easily be integrated with your travel reservations partner, if you elect to do so.
Using the single sign–on functionality, users can easily and seamlessly navigate between the travel booking solutions and ExpenseAnywhere, making it easy to book travel and submit expense reports from one integrated system.
Integrated with Orbitz for Business
ExpenseAnywhere comes tightly integrated with the global leader in online travel booking solutions, Orbitz for Business, corporate travel group of Orbitz Worldwide, Inc. (NYSE: OWW) providing a convenient end-to-end expense management solution for your company.
With the built–in single sign–on functionality, ExpenseAnywhere and Orbitz for Business (OFB) users can easily and seamlessly navigate between the OFB travel booking solution and ExpenseAnywhere, making it easy to book travel and submit expense reports from one integrated system.
The following process diagram shows the interactions between the Orbitz for Business site and ExpenseAnywhere, displaying the current and planned integrations between the two coupled products.
Once the travel reservations (air, car rental, hotel, train, limos, etc) are made and paid for, booked data is instantly populated in ExpenseAnywhere. The SmartMatch® technology built into ExpenseAnywhere instantly and accurately matches travel booking data to credit card charges (ghost cards, employees' corporate travel cards or personal cards) and validates the uploaded receipts (scanned, faxed, e-mailed or sent as pictures using mobile devices) to automatically and accurately create an expense report ready for submission.
SmartMatch® technology automatically validates booked itinerary data details with credit card charges and flags any exceptions or discrepancies in the data captured from point of sale systems and booked rates. The system provides 100% reconciliation of corporate card charges with the traveler's itinerary data, whether booked by the traveler, a TMC, or travel arranger. The process takes just a couple of clicks to create and submit expense reports. It's that simple!
-
Pre–Travel Approval
The built–in Pre–Travel approval module of ExpenseAnywhere greatly helps you enforce policy, resulting in much tighter control of overall spending. That means major savings, of course, but also: optimum use of preferred vendors and corporate–contract compliance and pro–active control on your travel spending.
-
Expense Entry
ExpenseAnywhere enables users to complete expense reports by entering and allocating their expenses to appropriate expense categories and cost codes from pre–populated dropdown boxes. Every expense entered is validated against company specific policies and previously entered data, so duplicates and policy exceptions are immediately flagged for further explanation. The system supports multi–currency transactions and converts them to local currency for reimbursement.
For non–US based companies, the system provides features to track GST/HST/PST taxes for Canada and VAT where applicable.
Integrated with Mapquest the system automatically computes the distance traveled and mileage reimbursement based on your pre-specified rate. Users must also Enter/select business meeting participants for compliance with IRS. For pharmaceuticals and medical devices companies the solution can be pre configured with HCP data to track their spending for reporting and compliance with the Sunshine ACT.
-
Credit Cards
ExpenseAnywhere is integrated with all corporate cards. No matter which corporate card (travel card, purchasing card, "ghost" card, or any combination thereof) in use by your company- our special SafeCard™ technology ensures direct integration with your card provider enabling automatic processing of daily transactions files with instant redirect of charges to the appropriate cardholder for easy review and allocation. The system supports Level–3 data and provides total reconciliation of the charge card data.
-
Personal Credit Cards
ExpenseAnywhere enables employees to easily and efficiently manage business charges billed to their personal credit cards. Such expenses can be downloaded in QBO or OFX formats from the card issuer's website and uploading to ExpenseAnywhere. No more issues with tracking and submission of expense claims!
-
Receipt Imaging
Go GREEN — with nothing lost in translation!
ExpenseAnywhere users can scan, e–mail or fax expense receipts and related documents for automatic linking to their expense reports as a pdf document for online review. Mobile users can use the ExpenseAnywhere App to capture the pictures of the receipts and send them to the online server, where they are maintained in their in–box for upload to their specific reports.
This feature alone provides significantly greater ROI and massive savings due to the elimination of manual handling and storage of paper receipts for up to 10 years as required by IRS for auditing purposes.
-
Enhanced Recognition Technology (OCR)
Unique to ExpenseAnywhere, when the receipts have been uploaded and attached to the expense report, ExpenseAnywhere OCR-based intelligent receipt matching functionality automatically matches the submitted receipts to the expense items entered to a report. This feature further reduces dramatically the time and effort on the part of reviewers in manual and painful verification of receipts against the expenses. Instead the system does it for you!
-
Policy Compliance
Our configurable policy "engine" enables your administrators to easily set, create, and alter rules and guidelines for each expense category. Different policies may be set based on employee level. Once set, every single expense item is monitored against your specified policies, including duplicate charges, over–the–limit charges, use of non–preferred vendors, charges incurred over a week–end, or during holidays, etc. Exceptions are immediately flagged for simple perusal by reviewers and require user explanations which become part of a permanent record with the report.
-
Configurable Approval Workflow
With its comprehensive built–in FlexFlow® workflow engine, ExpenseAnywhere can be configured to meet your organization's approval needs. The system is capable of handling approval processes from sublime to exhaustive multi–level approvals of expense reports or pre–travel approvals.
The system has been configured to meet multi–level approvals for certain large clients, requiring up to 16 levels of approvals based on trip destinations and expense amounts.
Once the system is configured, the submitted documents are automatically routed through the designated approval process.
-
Proxy
Two types can be set up:
- Proxy as Alternate Approver. Current approver can indicate an alternate approver for a pre-defined period. Expense reports are then routed to the alternate.
- Proxy as Delegate. An approver can authorize administrative staff to enter and/or submit expenses on his/her behalf.
In all cases the system tracks the Proxy users for audit purposes.
-
Integration With ERP System
ExpenseAnywhere can be easily integrated with your ERP systems (General Ledger, Accounts Payable, HR, and/or Payroll). That means the elimination of manual data entry. You set all parameters for such levels of integration.
ExpenseAnywhere can be:
- configured for real–time integration with your ERP systems
- integrated through batch–import/export of data files
- configured for manual data import/export
All ExpenseAnywhere data mapping ensures complete compatibility with your systems, thus eliminating entry errors – while significantly increasing your operational efficiency.
-
ACH Service
Through ExpenseAnywhere ACH service we can quickly and easily reimburse your employees for out–of–pocket expenses and to their corporate cards as per your payment schedules.
No more paper checks to manage, print, or mail – greatly reducing your processing costs. We simply debit your company's bank account and credit your employee's corporate cards and bank accounts.
Our ach functionality includes:
- Automated export feed to your General Ledger system
- Automated creation of debit and credit files
- Automated debit and credit ACH initiation
- Employees can update and maintain their banking details
- Reimbursement history
- Portal access for numerous review capabilities
-
Mobile–APPs
ExpenseAnywhere users can download Mobile Apps for use on Blackberry, Iphone or Android and upload their on–the–go charges along with the pictures of receipts, making it easier and efficient for users to manage their expenses.
-
Flexible Reporting
ExpenseAnywhere provides upwards of sixty (60) built–in reports that provide a comprehensive 360° reporting capability, with drilldowns to the transactional level – even expenses exported to Excel files. Your executives and managers will be able to track global and departmental spending, check on cost center activity, and even compare individual user transactions – all at the smallest level of detail!
With ExpenseAnywhere, your top executives can review past and current expenses and analyze past, present, and future budget spends. Substantial summary and detailed report generation comes standard. Extensive customized adhoc reporting, with transactional drilldowns, is also available at all levels. Companies can even scrutinize billable and non-billable expenses within a chosen date range for amount, client, cost center, division, employee, expense type, region, vendor, and more!
-
Audit Capabilities
Our system has built–in safeguards to help you monitor risk and fraud while complying with SOX 404 regulations. Best of all, you can easily customize these features to align with your company's rules and policies. The additional Advanced Audit module built in ExpenseAnywhere provides auditing controls – auditors can set and perform detailed audit on any selected user/reports with ability to perform adjustments on previously paid expenses.
Employees who frequently violate company travel policies are flagged and their reports may be rerouted through an alternate audit process. Possible criteria:
- Receipts not submitted
- Too many over–the–limit expenses
- Failure to use preferred vendors
- Too many duplicate charges
- Too many transactions not requiring receipts
-
Email Notifications
Emails are automatically generated throughout the expense report review process. Approvers receive reminders when they have submissions to review.
-
Line Item Rejection
Specific line items can be flagged for additional review while rest of the expense report is processed.
-
Multi–Currency Payments
No matter how complex your global organization, ExpenseAnywhere provides support for expenses incurred in different currencies and converts them to the user's base currency for reimbursement.
-
Easy Online…Easy Offline…Even Mobile!
Our easy–to–use system is accessible via the Internet or a smart phone 24/7. Just install our ExpenseAnywhere app on your mobile devices to enter expenses, capture and submit receipts, check status of payment, even approve reports.
-
No Mobile Device? – No Worries!
We also offer an offline version. Easily installed on employee laptops, remote submitters can enter all appropriate travel data – even upload receipts – at any time…and then transmit their reports as soon as they gain Internet access.
-
VAT Tracking
Now you can convert paper receipts into tangible refunds. Our system enables easy entry and validation of proper VAT/GST amounts, including the appropriate taxes for the relevant country, for expensed items. VAT reclamation reports are then generated, too. That means you will save thousands against use of third–party VAT services.
-
Product Comparison
Standard Feature
Optional Feature
Optional Service
Feature Lite Enterprise Gov Integrated travel & booking system 
Pre-Travel Authorization Expense Approval Management Track and report potential duplicate expenses Validate Expenses against company Policies Cost center Allocation Email Notification of report progress GSA per Diem Domestic/International Template driven user function access Export to AP GL Import Realtime status of expense reports Approval proxy support Support multiple divisional entities & GL Customized HR information refresh Configurable Approval Workflow Automatic mileage reimbursement calculation Line item rejection with resubmit option Canadian GST/PST/QST/HST support Multiple currency transaction support VAT support including amount paid & reclamation amounts ACH service Corporate credit card direct import Personal Amex import (CSV) Billable / nonbillable tracking Receipt imaging Receipt Automated OCR Validation Mobile device approval Mobile device expense report input CFO Dashboard for multi-division & International Reporting Single login support Offline version Ability to set auidts Ability to set budgets Optional Services Workflow Reengineering Consulting 
Advisory service Expense Report Audit Service Delivery Options ASP Licensed version
