Many small businesses start out tracking their expenses and receipts using the most informal of all processes: a file cabinet or drawer that becomes the “landing zone” for expense receipts that have been reimbursed. We talk to many companies of the 1-5 employee size that are in exactly this situation. However, we also talk to companies in the 5-50 employee range that are just one step beyond that: they use an internally-created Excel spreadsheet format for their expense reimbursement request, and require that expense receipts either be scanned and attached, or submitted in original paper form to the person who approves the reports.
If this is the status quo at your company, you are not alone: we talk to hundreds of companies each month who have realized that they need to grow into a more sustainable process, and turn to ProOnGo for help. We can literally get you up-and-running with a sustainable workflow for your business expenses at any hour of the day or night, via our self-service business packages that include workflow support.
Rolling out an Expense Workflow Process to Your Small Business
The good news, its easy to implement a simple workflow for your expense reporting needs, using ProOnGo Expense for Businesses. For businesses that are starting out with a purely paper-based process, or an Excel spreadsheet-based process, a logical and simple process to roll out is illustrated in the picture to the right.
Employees can use ProOnGo Expense on their smartphone, or use ProOnGo’s secure web portal, to create New expenses. After they’ve attached a receipt and categorized the expense, they can submit the expenses individually or in bulk to their manager, at which point it becomes a Submitted Expense.
Managers then receive the expense details via the ProOnGo web portal, where they see the merchant name, date, amount, receipt image, category, and other details. The manager can then Approve or Deny the expense. If denied, the employee has another chance to revise the expense and re-submit it (for example, if the reason for denial was simply that the description of the expense was inadequate).
Approved expenses, on the other hand, should be reimbursed expediently, preferably via direct deposit by exporting Approved expenses into a format compatible with your payroll software. ProOnGo is compatible with PayEntry.com, and we recommend expense reimbursement through PayServ Systems, if you don’t yet have a payroll provider.
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