Expense Management

for Microsoft Dynamics 365

Business Central and Dynamics NAV

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Award-winning expense management designed by people like you

On the go expense capture and seamless integration with Business Central and Dynamics NAV: Zetadocs Expenses for a smarter way of working.

Available anytime, anywhere

Available anytime, anywhere

Web and phone apps to take snapshots of receipts and enter expenses, for managers to sign off expense reports whilst on the go, and for claimants to check for themselves when their expenses are approved.

Designed for Business Central and Dynamics NAV

Designed for Business Central and Dynamics NAV

No rekeying required as approved expenses are recorded directly in Microsoft Dynamics as purchase invoices or journals, with vendor, GL, dimension and tax codes already set – so the expenses are ready to reimburse or book to jobs.

Fast, accurate reimbursements

Fast, accurate reimbursements

Reimburse cash payments to staff quickly and efficiently, sparing them frustrating uncertainty and delays; pay for business mileage in private and company cars according to HMRC or IRS rules.

Better management of corporate credit cards

Better management of corporate credit cards

Reconcile payment card statements with ease by matching and creating expenses from card payments rather than entering every payment manually; it's faster for your finance team and for cardholders.

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Puts you in complete control

Puts you in complete control

Set policies for reasonable travel expenses, ensure VAT is fully reclaimed and simplify audits with immediate access to digital receipts and every expense detail.

A cloud solution that updates itself

A cloud solution that updates itself

Rapid to implement with no changes to standard Business Central or NAV objects, no firewall changes, and regular automatic updates without requiring ERP upgrades.

Security and reliability for peace of mind

Security and reliability for peace of mind

Secure access to a scalable cloud service in the Microsoft Cloud that’s designed for reliability and compliance with GDPR and other privacy obligations.

Expert advice when you need it

Expert advice when you need it

Our support teams in the UK & US can explain how Zetadocs Expenses will handle your business processes, and provide advice on how best to move on from spread sheets for expenses.


Finally, expenses software that 

works as hard as you do.


How it works

Created to meet the needs of companies just like yours, Zetadocs Expenses is
simple to use and instantly accessible via our mobile app or the web.

Read more detail in our datasheet

Zetadocs Expenses t&e policy reimbursement receipt report management
1.

Capture

No matter where you are, accessing Zetadocs Expenses is easy. Use our mobile app or any browser, on any device.

Expense reports are completely paperless, simply snap a photo of your receipt.

Zetadocs Expenses t&e policy reimbursement vat mileage receipt report management
2.

Submit

Collect together in moments your expenses for reimbursement and those charged to your corporate credit card, and submit as an expense report for approval. It couldn't be more straightforward.

Use a phone, tablet or PC – there's nothing to set up and no server to manage.

Zetadocs Expenses t&e policy reimbursement vat mileage receipt report management
3.

Approve

Zetadocs Expenses checks expense limits so you don't have to. Managers are notified automatically to approve expense reports.

The finance team makes a final check before approved expenses get transferred to the financial system.

Zetadocs Expenses t&e policy reimbursement vat mileage receipt report management
4.

Reconcile and reimburse

Integrating seamlessly with Business Central and Dynamics NAV, Zetadocs Expenses ensures that expenditure is recorded using the expense categories and cost codes used in your business.

Checked expense reports and reconciled credit card statements are exported automatically to Business Central or NAV, saving time rekeying and giving staff visibility of the process to get expenses reimbursed.

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Features

30 day trial
Essentials edition
Plus edition
Expenses with photo receipts
As you incur an expense, enter it on your phone and snap a photo of the receipt, or forward any emailed receipt for online bookings - nothing is forgotten when the time comes to submit your expense report.
Submit on any device
It’s a fully paperless system: gather up expenses in moments to submit as a report to your manager, then track the approval on your phone or PC so that you stay informed.
Approve on browser or phone
Managers get emails for any expense reports needing approval: just click through to review reports with visual indicators for any expenses with policy warnings.
Overdue reminders
Reminder emails chase in late approvals, helping streamline the expense management process and saving your finance team time.
Automatic export
Once approved and checked, expense reports are exported automatically to Business Central, saving time rekeying and improving visibility to staff of reimbursements
Total visibility
Status screen provides visibility to the finance team of each expense report in the system, plus reports can be saved to file for analyzing different sets of expenses.
Policy enforcement
Limits for each type of expense and vehicle control allowable expenditure, either with warnings for approvers or by preventing expense reports from being submitted. Greater control saves time for approvers and the finance team, and helps validate by exception and reduce expenditure.
 
Tax compliance
Support for recording of sales tax and VAT on expenses and fuel for UK business mileage aids IRS and HMRC compliance, and assists with VAT recovery to bring tangible savings.
 
Credit card reconciliation
Export of justified card transactions and matched company credit card transactions saves time rekeying each statement line separately into Business Central.
 
Multi-currency
Foreign travel expenses can be entered in any currency, with automatic currency conversion into your home currency for speed and accuracy.
 
Car mileage
Road distances for business trips are calculated using Google Maps for convenience, with allowances calculated according to engine size and total distance claimed year to date.
 
Company cars
Monthly vehicle reports separate monthly personal mileage from business trips in company cars, recharging for provate use with a company fuel card or reimbursing for business mileage, based on fuel rates.
 
Reporting insights*
See who incurred what expenses and how, helping you control spend, improve travel and entertainment budgeting, and accrue for credit card payments.
 
Customized export
Extend the integration with Business Central using a custom extension to apply additional business logic that records each approved expense in Businees Central in whatever way you need.
   

*Feature coming soon
Dynamics NAV only at present

Zetadocs Expenses is the smarter way to manage expenses

Book a personal demo or watch the video.

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Recent news

This article describes the new features and other improvements in the December 2018 release of the Zetadocs Expenses service. Zetadocs Expenses ...

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