You’ve filed expenses, submitted them, and even gotten reimbursed. So what do you need those old expenses for? Why bother with archiving expenses? Think about if you DID keep them around. You’d have shoeboxes on shoeboxes full of old receipts and expense reports, cluttering up all the space in your desk you could otherwise use for storing other important documents (or a secret potato chip stash). Plus, you wouldn’t ever really know if all the receipts are in there, or if a few got lost along the way. If it’s such a pain, why even bother keeping them around?
1. Because computers crash, that’s why.
I’m sure you have a record of all your expenses saved on an excel file, and feel pretty good about that. It’s right there whenever you want it. No sweat, just double click on the program, click “open,” select the expense report, and —
— that’s all she wrote. Your files are gone, your computer is dead, and even the nerd you hired to fix it looks discouraged. That may be due to the fact that the only woman interested in him speaks in l33t, though. Either way, things don’t look good for your expenses.
2. Audits Happen
In the immortal words of rapper Ludacris, “Just like gangs collect taxes on the street, the government collects taxes, marks their territory!”
Your company is getting audited, and everyone is very excited about it. Your boss is so excited that he’s demanding to see proof of your expenses by tonight. You kept your receipts, right? Or, at very least, you know which box they’re in, right? No? Looks like tonight you’re going to be digging through files instead of going home to watch Roseanne reruns. You can decide which is worse.
3. You never know who will mess something up.
You’ve submitted your expenses to your boss, who has approved them and sent them off to the book keeper who has entered them in the books and reimbursed you. You cashed your reimbursement check and used the money to buy a sweet new pair of alligator boots. Months go by, and you’ve forgotten all about the expenses. You haven’t worn those boots in weeks, and not just because your wife won’t make eye contact with you when you do. All of a sudden, you get a memo that you need to re-submit those expenses. Maybe a file was corrupted, maybe an intern messed something up, or maybe your CPA is just a jerk.
Either way, you need those expenses, and you don’t have them. Looks like you’re going to spend another night digging through receipts and cursing your book keeper.
Here’s a good idea: Archive your expenses with ProOnGo. Not only does ProOnGo help you file your expenses in a more timely and so less irritating manner, but it saves your expense data for you on secure servers. Any time you want your data, it’s there for you, thanks to ProOnGo Expense.