Table of Contents
ToggleManaging expenses can be made easy when businesses choose the best expense management system. Expect faster reimbursement and insights into spending when make the right choice.
Table of Contents
Toggle2+2= 4
We wish it was this easy to manage a company’s transactions and finances. But it is far more complicated, and doing them manually can easily bring dread to the most seasoned accountant or finance department head. (No wonder why BOB from the accounts department is always so tired and stressed out) Help BOB out by automating expense management through efficient expense management system.
Easier said than done, right?
Finding the best expense software for a business is tricky. There are a variety of service providers in the market with distinct features and services. But worry not, we are here with just the right article to help to make the right choice. This article will help you select the right software and vendor.
Let’s get into it!
To begin with, it is essential to know what to consider when considering investing in the right expense management system. Here are the 6 key considerations for you to know about:
The ease of integration of the expense management system with your current financial systems is an important consideration. This includes synchronisation with the HRMS,, payroll, accounting, banking, and other platforms you currently use.
The integration minimises the need for manual data transfer and lowers the possibility of errors associated with it by enabling smooth data flow between systems. By streamlining processes, real-time financial records are made possible, and consistent, accurate financial data is reflected across all systems.
By consolidating information from multiple sources onto a single platform, the software can offer a more comprehensive and precise picture of the business’s financial situation. Making data-driven, well-informed decisions is aided by this.
The needs you have for expense management and financial operations will change as your business grows. It is, therefore, essential to choose expense software that can grow and expand with your company.
Scalability is the capacity of the expense software to accommodate higher volumes of expenses as the business grows. This could entail handling more users, tracking more expense categories, or managing more transactions. By choosing a scalable expense management software, you won’t have to repetitively pay for expensive and disruptive system upgrades and can continue business with great flexibility without shelling out hefty money.
One of the main goal of implementing expense management system is to reduce time-taking and costly expense reporting tasks.
Automated tasks can be completed with little assistance from employees thanks to automation capabilities. These consist of scheduled expense report generation, automated policy enforcement (the system flags non-compliant expenses), and automatic data entry from digital receipts. In addition to reducing the possibility of human error, this gives employees more time to work on more worthwhile projects.
Think about how the expense report software can help you manage your spending effectively. This could include functions like user-friendly user interfaces that make it simple for staff members to submit expenses or real-time expense tracking, offering instant spending visibility.
Effective spending software expedites and enhances the accuracy and speed of expense reporting while easing the administrative strain of managing spending.
Businesses must ensure that the software they choose offers strong security features to guard against hacks and cyberattacks when handling sensitive financial data.
Seek expense management system offering frequent system security updates, secure access controls, two-factor authentication, and data encryption. Additionally, it is essential that the expense software conforms with different data privacy laws, like the California Consumer Privacy Act (CCPA) in the United States and the General Data Protection Regulation (GDPR) in the European Union.
In terms of compliance, the expense management solution ought to be flexible enough to adjust to shifting business requirements and legal environments. This entails having tools for tracking and reporting compliance issues and the ability to update spending policies automatically.
This prevents potential breaches and makes providing necessary documentation easier during audits.
Features for reporting and analytics turn unprocessed data into useful insights, enabling companies to make data-driven decisions.
Robust expense management system ought to provide adaptable reporting features that enable companies to monitor and evaluate different facets of their spending. This entails producing thorough reports that include a breakdown of all expenses by category, employee, or department as well as trend analysis to identify patterns in spending over time.
More in-depth insights can be obtained by using advanced analytics capabilities, which can also be used to spot possible fraud, spot outliers in spending data, and find areas where money can be saved.
The interface should be designed keeping mind the ease of use for users providing easy-to-use functionality and navigation. This reduces the need for training while also increasing efficiency. Enhancing the user experience and encouraging consistent, timely use are two benefits of implementing features that speed up the expense submission process, such as a mobile app for logging expenses and digital receipt scanning.
The extensive support and training materials offered by the expense management system provider can also help with adoption and continued use. Technical problems can be quickly fixed by the support team who are always hands-on reducing downtime and preserving user trust in the system.
Businesses must invest in an expense management system that automates the expense tracking and management process just like TrackoField.
Mobile App for Easy Evidence Uploads: Employees through TrackoField’s executive app can now upload bill/receipt pictures remotely. No more pocket full of bills!
Customisable Hierarchy for Faster Approval: Make reimbursement faster by notifying all the concerned managers or heads only of the claim. Bonus- this list is customisable!
Real-time Notifications for Claim Status Check: Executives and managers are notified whenever any claim is uploaded and of further progress and changes. Save trips to accounts departments!
Cap on Spending and Reimbursements: Limit spending and reimbursement amount as per the team, category and designation.
In-detail Expense Reports: Gain a clear idea of the spending pattern and recognise violators with smart analytics.
Seamless Integration: Simplify salary computation and expense management with easy integration into other financial software like payroll software, accounting software, and more.
Clearly defining your requirements and objectives ensures that your expense software selection process remains focused. It provides a basis for comparing solutions and measuring their success once implemented. The right expense management system should meet your current needs and adapt to future business growth and changes.
Start by identifying the challenges you want to address in your current expense management process. Next, outline your specific expense software requirements. Consider user-friendliness, mobile access, customizability, security features, reporting capabilities, and scalability.
Once you’ve shortlisted software vendors, the next stage is requesting demos for a more thorough evaluation. A demo is an opportunity to see the software in action. TrackoField offers a free trial without credit card details.
Please pay close attention during the demo process and consider recording it to share with other stakeholders. Asses its automation capabilities, reporting and analytics tools, and security measures. Also, consider how well the expense management software can integrate with your existing systems.
Look into the vendor’s history in providing expense management system. A vendor with a long-standing presence in the market and a track record of successful implementations may indicate reliability. Also, seek out testimonials and reviews from other previous clients who have used the vendor’s system. Positive feedback can provide insights into the providers’s reputation and reliability.
Further on, it’s best to select the one that has industry recognition, such as certifications and others from industry associations or organisations. This can further validate the vendor’s reputation for reliability and excellence in delivering expense management system.
Assess whether the system can accommodate the growth of your organisation. Consider factors such as the system’s ability to handle increasing transaction volumes, support additional users, and adapt to evolving business needs.
No one size fits all. Different businesses have different requirements. So it’s best to go for a software provider that offers a certain level of customizability and flexibility. This may include customising expense categories, approval workflows, reporting templates, and user interfaces to align with your business processes.
There are bound to be glitches or malfunctioning of the software at some point, and the vendor’s availability or support proves its true credibility. During the selection process, look into the vendor’s support availability, including hours of operation and channels of communication (e.g., phone, email, live chat). Ensure that support is available when you need it, especially if your organization operates across different time zones.
Additionally, review the vendor’s service level agreements (SLAs) regarding support response times, uptime guarantees, and resolution times for issues. Clear SLAs provide transparency and set expectations for the level of service you can expect from the vendor.
Confused about which one to choose? Here is an easy comparison between the two to help you out.
Parameters | All-in-One Expense Management Software | Standalone Expense Management Software |
Scope of Functionality | All-in-one solutions provide a holistic approach in which an entire suite of financial tools is packaged together, such as corporate cards, multi-entity management, invoice management, and more – along with expense reporting capabilities under one software umbrella. | Stand-alone expense management software focuses solely on streamlining your business expenses processes – tracking receipts, automating approvals, generating reports, and other similar functions. |
Integration | Integrates with various other software systems such as accounting software, CRM systems, payroll and HR management tools for a comprehensive business solution. | May have limited integration options, primarily focusing on integrating with accounting software for expense reporting and reimbursement. |
Complexity | Can be more complex due to the inclusion of multiple features and functionalities, requiring more comprehensive training and onboarding. | Tends to be simpler and more straightforward, with a focus on ease of use for expense tracking tasks. |
Cost | Generally, higher cost due to the broader range of features and integration capabilities. | Often more cost-effective, as it provides a single-purpose solution without additional features. |
Scalability | Typically offers scalability to accommodate the needs of businesses of various sizes, from small businesses to large enterprises. | May lack scalability options beyond basic expense tracking features, making it more suitable for small to medium-sized businesses. |
Customization | Often provides a little more customization options to tailor the software to the specific needs and workflows of the organization. | Offers a little less customization options, primarily focusing on configuring expense categories, approval workflows, and reimbursement policies. |
Be it stand-alone or all-in-one expense management system, TrackoField readily offers the best of both.
Oh, we see BOB is a bit more relaxed, and also faster reimbursements are happening now in your company!
Minding all the tips, tricks, considerations, and factors while choosing the right expense management system for your business can have a lasting impact and effect. By automating the expense management process, you can expect time-saving, error-free calculations, much faster reimbursements, and faster salary computation.
TrackoField offers the best expense management software with all the right features businesses can ask for. It is open to customisation and ready to help businesses scale. With TrackoField, expect 24×7 support and seamless integration into pre-existing software.
Schedule a free demo now!
It is a platform for controlling, tracking, processing and managing employee reimbursement and business-related expenses.
Businesses might face challenges while managing their expenses manually, such as:- No visibility into expense data- Abundant Human Errors- Complicated Approval Workflow- Time-Consuming Process- Ineffieint Expense Reporting Process- Higher Chances of Fraid and Cash Leak- Complicated Reimbursement Process
Here are the benefits of using the system:- Time-Saving- Cost Reduction- Increased Accuracy- Visibility and Control- Employee Productivity- Compliance and Risk Mitigation
Tithi Agarwal is a content writer at TrackoBit. She enjoys writing blogs which are knowledgeable yet fun to read. And when she is not typing away to glory she has her nose buried in books.
Wondering how to calculate payroll hours? Get into the details, adopt tried and tested methods, and prevent mistakes from happening for streamlined payroll management and processing.
Are you tired of verbally asking your employees the reason for the delay in deliverables and questioning what they are doing with their time? Read on to know how time tracking reports can help you find answers to these and many other questions.
Track every single activity of your remote employees and demystify the mystery around how they utilize their working hours with an employee monitoring software solution.
Here we have shared a comparison between TrackoField v/s Hubstaff’s time tracking software. Find which one is the best pick for precise tracking of field employees’ time.
For employers, workers, and independent contractors, it’s a must to understand different pay cycles as semi-monthly and bi-weekly payroll. Here’s a debate between the two to find out which one is worth opting for.
The landscape of employee monitoring is evolving. The employee monitoring software offerings, too, will have to upgrade to fulfil the demands and needs of the businesses. To learn about emerging trends and the future of employee monitoring, read this blog.
Adopt a field service mobile app for your field technicians if you want to improve their productivity with streamlined attendance marking, simplified expense claiming, and smooth task updates on the go.
Searching for ways to calculate the productivity of your employees, and identify areas where the workforce was least effective. Why not read the 5 best ways to calculate employee productivity methods discussed in this blog.
Productivity challenges for field teams are never a concern when they go for smart, easy-to-deploy field force management solutions. Explore how exactly the software adds to your workforce efficiency and workforce automation.
Before you allocate tasks and align your workforce, you must understand the complete mechanism of workforce management processes. Know where it starts and ends!
From mundane to meaningful! Learn what digital workforce is and explore its unique potential to turn unorganized and repetitive tasks into streamlined and automated business operations.
Equip your field service business with a customizable dashboard and essential metrics and KPIs that help in streamlining overall operational workflow, productivity, and growth.
Keeping track of your remote team’s time can be a messy and tedious task. Read on how a field employee time tracking software can help you experience a new kind of ease!
A payroll management system can make payroll processing more simplified, error-free, and optimal. Learn more about its capabilities and practical benefits.
Even a single error in payroll computation can result in disaster. It’s wise to invest in payroll management software that could automate the computation process. Here is a list of the 15 best payroll software in India to choose from.
Wondering how an online leave management system works? Here is an overview of how the system helps in managing employees’ leaves.
Explore how task management software for teams makes it easy to keep track of group of tasks, meet deadlines, get alerts about meetings, and align team responsibilities.
Making the right choice is important, and that’s why we present you the list of the 7 best field force management software for 2024 in the market.
Do you want to get rid of redundant manual work involved in field services? If yes, it’s time you switch to field service management software. Automate the entire workflow and bid adieu to micromanagement and delays.
Track more than just the time of your remote or field employees utilizing employee time tracking software. Discover how the software empowers you to achieve more in less time.
Workforce management software is revolutionising how businesses manage their employees’ productivity. The software streamlines workflow and maximises employee efficiency.
Take a look at some must-have features of the attendance management system to protect your businesses from buddy punching, extended breaks, and absenteeism.
Managing a field force can be tough with limited visibility. This is where field force management software coupled with automation comes in, transforming how you track, manage and supervise field staff (without micromanaging).
Wondering what are the secret recipes that will help you modify your field service business? Here is what you must follow to transform your field service operation.
Are you looking for one of the best attendance management systems to manage your field employees’ attendance? If yes, here are the 9 best picks listed.
Find 9 smart ways to manage the global workforce irrespective of their cultural barriers, differences in work ethics, and policies. Don’t miss the best workforce management tools listed!
Lead management works wonders only when you use targeted content, the best lead management tools & some expert tips. Uncover tips to turn prospects into buyers!
Adopting the best attendance tracking software of 2024 can help simplify marking attendance, tracking time worked, employee productivity and more.
Discover in this article how a location-based facial attendance management system makes it a cakewalk for organizations to record attendance accurately. Know 11 ways how it positively impacts your organization.
Are you dreaming of getting the best task management software that automates everything from task planning to allocating and managing? If so, here is how you should find the one.
Tracking and approving expenses should be the least bothersome event. Well, that’s possible with cloud expense management software. Oh, don’t doubt its potential, explore for yourself in this article.
Effective employee management revolutionizes field employees’ efficiency. Discover how you can emphasize effective employee management with the tips given below.
Field service management software seamlessly executes processes for industries that heavily rely on off site operations. How? Get into and learn everything about field service management software.
Learn how utilizing an effective and advanced employee leave management system can help your business timely plan ahead of employees’ day-offs and reduce mismanaged week-offs.
Discover how beneficial streamlining expense management can be and how automating the process with expense management software boosts profits.
Are you juggling between work and personal matters? If yes, it’s the time you should consider a healthy work-life balance. Learn why work-life balance is important and tips to achieve the same.
Learn how scalable task management software works and benefits your organization by increasing efficiency, establishing transparency, and boosting employee productivity.
Employee absconding is on rise and no joke. Discover which strategic ways can help you mitigate absconding employee cases and get past their negative implications in the long run.
A biometric attendance system is the best way for businesses to accurately record employee attendance and working hours. This blog discusses the benefits the system holds over the manual method of marking attendance.
Staff tracking involves monitoring location and work hours, while employee monitoring includes monitoring productivity levels for in-house staff. Read on to know how two are identical yet dissimilar.
Payroll management software is the best way for businesses to automate processing payouts. Here is a comprehensive guide to the payout system’s benefits and top features.
Discover how types of shift schedules vary (fixed, rotating, etc.). Know how in just 3 simple steps you can simplify the shift scheduling process with a platform like TrackoField.
Here are the 10 best ways of managing employee workload to encourage productivity, high-quality outcomes and results while providing a stress-free environment.
Overstaffing bleeds profits! Know what causes overstaffing and which 8 smart and strategic ways like targeted hiring, and data-driven schedules can help combat overstaffing problems. “Save big, hire wise”!
Here is a list of 13 best employee productivity Monitoring software in 2024. Choose the best software to streamline operations and drive success in the workplace.
Discover in this piece the 5 best ways to track employee performance to identify underperformers, overperformers, and outliers.
Noticing a wave of dissatisfaction among your employees? Afraid of losing the top talented employees? Well, here are 20 tried and tested employee retention strategies to implement.
With almost 58% of employees getting burned out, know what are prime causes or warning signs. Explore which 10 preventive measures can help preserve employees’ sanity.
It’s time to suit up. With an advanced GPS-Based Geofencing Attendance System, companies can gear up to effectively track employee location and attendance without breaking into sweat. Find how in the blog!
Manage your finances with these top 10 expense management software picks—simplify expense tracking, management, and reimbursement to empower financial control.
Are you looking for the best mileage-tracking app? Our guide here lists out the 10 best mileage tracking software for you to choose from.
Discover how expense management software works to streamline the expense-claiming process with seamless evidence upload. Is it better than traditional methods? Let’s find out!
Explore just 6 quick methods to track field employees. Say goodbye to idling and time theft with market-trusted employee monitoring software – TrackoField.
Discover how order management software helps track, place orders, and optimise all order data from a single dashboard — without delay!
Field service management technology is your answer if you are looking for ways to enhance the customer experience, make them feel valued and automate the field service process.
Discover which top field service management market trends businesses need to embrace to streamline operations and customer experiences.
Explore which upcoming trends in the telecom field service industry will help address customers’ grievances and improve security for telecommunications.
Explore how MR reporting software helps the pharma industry in managing tasks, workflow, time, and expenses of on-field medical representatives.
Learn how you can automate field staff scheduling and dispatching while streamlining the process, improving efficiency, and ensuring optimal resource allocation.
Enhance employee attendance and supercharge their productivity just by following the ways and attendance management software mentioned in the blog.
A comprehensive employee attendance tracking system from TrackoField can make the process of attendance and leave management simple, transparent, and foolproof — learn how!
For pest control companies, it is crucial to resolve tickets and offer expert services as fast as possible and with the help of field service management software, it is possible.
Field employee management software automates the process of field surveys and research through solutions like task management, custom forms, etc.
What’s new in TrackoField? Haven’t you heard of the Workflow management solution, the latest addition to our Task Management module?
Small businesses are working on tight budgets and require task management software for better resource allocation and utilisation. Here is a list of the top 7 task management software to choose from.
TrackoField is one of the best field service management software that’ll enhance your field operations. Choose the right match by checking features, scalability, and budget.
Here is a list of 5 best field employee tracking software to choose from that will help you boost the efficiency of your field workforce and automate field operations.
Task management software is a crucial asset every business needs to have – especially at the beginning stages to develop automated and organised workflows.
Businesses suffer a lot when their remote employees indulge in idling. Employee tracking software’s real-time updates and monitoring is the best way of reducing idling.
Strategic workforce planning is understanding your business’ hiring needs according to business goals. FFM software helps through maximum visibility and insightful reports.
Why lose your mind in manually tracking employees’ tasks, time, and expenses, when you can automate it with the best workforce management software!
The field service management industry is not without its challenges. But adopting field service management software can easily eliminate them through its features and solutions.
Using employee productivity tracking software is not only an ethical way of tracking employees but is also highly beneficial.
There are many challenges when it comes to managing field sales teams, like lack of visibility and fragmented communication, which can be eliminated by field employee management software.
Optimise time allocation and prevent overspending/time wastage by utilising employee tracking software in a results-oriented work environment.
Waste management Gps tracking software helps improve operations’ efficiency, and fleet managers can automate and streamline task assigning.
Simplify all fleet-centric aspects of the waste collection and distribution cycle with waste management software – get optimised solutions for the journey from door to dump yard and beyond
The only way to improve workforce planning challenges is through AI. That is because it provides vital data, enhances productivity and ensures even workload distribution.
It’s no secret that you need proper management to maximise field employees’ and resource output. So why not use field service management software? It comes with several benefits for your business.
Gain access to data and MR management and visibility with few clicks by using the best MR reporting software.
Productivity and Efficiency are important to understand your field operation’s performance. But one might be a vanity metric, here to mislead your business strategy!
Real-time insights are the key to achieving accountability for your field operation. Use field force management software to gain access to the metrics.
It is tricky to find the best employee monitoring software you can use in 2023. After all, the requirements vary for every business. But there are some basic things to consider to make the best investment!
Setting an attendance management system is crucial for field operations. It is only through leave and attendance management software that you can manage employee availability in a fool-proof manner.
In this time and age, it’s impossible to make long-term business plans without knowing the current standing of your sales team. Learn how to monitor and analyse the performance and success of your Field Sales Team.
Optimizing your sales methods and team is vital for the company to thrive. Sales management software is an efficient way to generate desired results.
Field Force Management Software has transformed the way businesses manage their mobile workforce.
Enjoy the perks of flexible working and leave the disadvantages of it for workforce management software to eliminate.
Prevention is better than cure, which is why investing in field force management solutions becomes even more necessary to prevent various thefts from occurring in the company.
Accuracy in distance travelled calculation can be tough but with the right technology at work, it is achievable. TrackoField can help your business unlock accurate data-based optimisation!
Use the right workforce management software to nurture your employees’ productivity and prevent it from draining away due to mundane tasks.
Manage a team of field and remote employees to get total productivity and efficiency with a workforce management software.
By macromanaging with field force management software, managers can trust their field agents to complete their tasks as they see fit.
Our field service software catered to every use-case and challenge the leading home appliance presented.
How TrackoField meets the smart and automated standards required to build Industry 4.0-friendly Field Force Management Systems.
The phlebotomy industry is time sensitive which is why it needs a field force management system. It allows the workforce to become time efficient and increases employee retention.
Maintaining employee retention is a pressing issue for employers and managers everywhere. After all, businesses lose $11 billion annually to employee turnover!
The real estate industry has many on-field employees, agents, brokers, and sales representatives. Supervising these agents and optimizing field operations are herculean tasks for managers. So, what do they do to solve this problem?
Imagine, manually handling a workforce of hundred employees. Sounds tough, right? The window this opens for errors can be damaging to any business.
Speed is the need of time! We have come a long way from weekly parcel deliveries to same-day deliveries of eCommerce products to now groceries arriving at our doorsteps in 10 minutes.
Businesses pivot on customer satisfaction. Everything comes down to what customers want, how they receive a product/service and whether they’ll rebuy it or not.
A good field force management system can help several industries. Have a deskless workforce at play? We can look into the use cases of vehicle tracking software and visualise what functions of a business can it optimise.
Technology is advancing every day. With this, we are seeing automation slowly filtering out all forms of inconsistencies from every industry. Similar is the case with the field force management software market.
Gone are the days when field employee management software was something fancy that only specific industries needed. In fact, according to research, between 2021 and 2030, the field services market is bound to increase at a CAGR of 19.7%.
Did you know that good field service management can improve customer retention by 48%? However, after-sales services are not straightforward, primarily when everything is manually managed.
Manual is a thing of the past. Therefore enterprises are resorting to field sales management software to automate their businesses.
With powerful features like task, attendance, and document management, workforce management software helps businesses save resources and build effective workflows.
Expense management software in 2023 is like a knight in shining armor for businesses that have remote or field staff to manage. Why is that so? Discover for yourself!
In the current operations and customer relations environment, the need for field employees has been rapidly increasing.
The Industries That Benefit From Field Operation Automation. The Covid-19 pandemic has revolutionised the way people shop and expect after-sales services.
Get answers to all your doubts and queries related to Employee monitoring software. Its relevance, importance, benefits and need in this time and age.
Are you a field operations manager struggling with keeping track of your employees on-field and their tasks and productivity?
Do you manage a team of field executives? Have you ever wondered ‘what is field force management software, and how will it help my team?’
Ethical employee tracking has become the latest norm in the market. In fact, if we look at any workforce management software, ethical tracking is the first thing they offer.
The medical industry has changed rapidly thanks to the technical advancement in form of equipment and workforce management systems.
Task management software streamlines all the manual processes involved in monitoring and managing tasks in a field operations team.
Managing a team of field executives without workforce management software is a cumbersome job.
Managing field executives’ productivity reports without Timesheet Automation Tools from Field Force Management Systems is nearly impossible.
Did you know that about 40% of organizations that use field force management software experience growth in sales?
We live in a highly digitalized world. Still, door-to-door sales is a $28.6 billion industry with salespersons positioned as the core of field operations. After all, no sales, no profit, right?
In the upcoming years, Artificial Intelligence will overtake most manual tasks performed by humans. However, regardless of technological advancement, you cannot remove the human essence from certain jobs.
Managing field resources comes with unique and urgent challenges. From tracking productivity, movement, and attendance, businesses need field force management systems to smoothen their workflow.
Field force management software does all the obvious to generate profits – track employees, log tasks, and manage attendance.
When most of your team is in the field, you might need employee tracking software to control operations. After all, it is hard to know what everyone is up to when there’s no physical contact, right?
Stay Updated on tech, telematics and mobility. Don't miss out on the latest in the industry.
In the meantime, why not find out more about us, explore our products, or visit our blog?
We use cookies to enhance and personalize your browsing experience. By continuing to use our website, you agree to our Privacy Policy.