Reimbursable expenses

Easing the chore of expense reporting

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An app for precise and rapid reimbursement of expenses

The Zetadocs app for phones, tablets and desktops helps users capture travel and entertainment expenses at the time they are incurred, and managers approve them promptly.

Submit and approve in the app

Submit and approve in the app

Users capture and validate expenses via the Android or Apple (iOS) app, or in a desktop browser. They can submit a report in moments for approval. Managers get alerted and approve in the app, whether on the road or in the office.

Compliance to your company policy

Compliance to your company policy

You can set tolerance levels for each expense type to control travel and entertainment expenditure. Approvers will be warned about any overspend, and the hard limits you set will prevent staff from claiming for excessive bills.

Assistance with expense coding

Assistance with expense coding

Zetadocs helps users categorize expenses accurately to save you time correcting their coding and reclaiming VAT they missed. Approved expenses transfer automatically to your accounts software without your having to rekey them.

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Expense management in half the time

Halt at source out-of-policy spending and poor coding of expenses, resulting in fewer resubmissions, better satisfaction with finance processes and valuable time saved all round.

The app helps out

When it can, Zetadocs completes details about an expense automatically. If it recognises a supplier, it will set the expense type. It remembers company, project and department codes, as well as the driver's vehicle type and most recent destination.

VAT recovery

Zetadocs is smart enough to know which expenses can have VAT reclaimed. Expenses may be split for partial reclaims, such as combined employee and client entertaining. As a result, you will be spending less time on VAT checks and calculations, allowing you to do something more productive.

Easy to audit

Every receipt, every expense, every approval is recorded for audit and tax inspection. It’s all filed in the cloud securely, just moments away, with peace of mind for you that it’s all protected under the EU-US Privacy Shield Framework and supports your tax and GDPR compliance.

Download our datasheet for more information on this solution

Read more in our blog post on the four benefits of expense management in the cloud

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How to prevent fraudulent expense claims

How many of the suggestions in this post do you follow?

The National Fraud Authority estimates that companies lose over £100M each year due to travel and subsistence fraud. Find examples of these types of false claims, what you can do as an organization to limit these claims and other good practices to follow.

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Recent news

We’ve previously spoken about how businesses can benefit from moving their expenses to the cloud (including enhanced security and reduced operating costs). In our new three-part blog post ...

Action Fraud, the UK’s national reporting centre for fraud and cyber-crime, claims that nearly one in five businesses have been defrauded by an employee at some point. Claiming false travel and ...