Itemized Receipt

Itemized Receipt Itemized receipt details individual purchases, including quantities and prices, ensuring transparency in expense claims. Systems support uploading receipts, with OCR extracting data for verification, reducing manual entry. Policies can mandate itemized receipts for specific categories, flagging summary receipts for resubmission. Users can split receipts across expense types, and secure cloud storage ensures audit […]

Invoice Matching

Invoice Matching Invoice matching verifies invoices against purchase orders and receipts to ensure accuracy before payment, preventing overpayments or fraud. Supporting 2-way and 3-way matching, systems auto-match invoices with expenses using intelligent rules, flagging mismatches for review. OCR technology extracts data from scanned invoices, and duplicate detection enhances accuracy. Customizable rules per vendor streamline processes, […]

Indirect Cost

Indirect Cost Indirect costs are expenses supporting overall business operations, like rent or utilities, not tied to specific projects, unlike direct costs such as travel for client meetings. Expense systems tag and allocate these costs across departments or cost centers using customizable rules, ensuring accurate budgeting and reporting. Restrictions limit employee submissions, and analytics calculate […]

Incidental Expenses

Incidental Expenses Incidental expenses are minor, unpredictable costs incurred during business travel, such as tips or baggage fees, often covered by per diem or actual reimbursement policies. Systems allow tagging incidentals for separate tracking, with configurable limits to control claims. Receipt requirements can be waived for small amounts, and expenses can be linked to projects for […]

Hush Trip

Hush Trip A hush trip occurs when employees travel to another location without employer approval, often while working remotely, posing challenges for expense management. These unapproved trips can lead to non-compliant claims, unauthorized expenses, and duty-of-care risks. Systems detect hush trips by flagging unusual expense patterns or unapproved bookings, enforcing pre-trip approvals to prevent claims. […]

Hotel Program

Hotel Program A hotel program involves corporate agreements with hotel chains to secure negotiated rates and perks, optimizing travel costs and employee experiences. Integrated with expense systems, it enforces preferred hotel usage, auto-categorizes bookings, and flags non-compliant stays for review. Negotiated rates can be uploaded or synced with booking tools, ensuring seamless reimbursements within policy limits. […]

Guest Travel

Guest Travel Guest travel refers to business-related travel expenses for non-employees, such as clients, candidates, or contractors, managed through the expense system by internal employees. The platform supports guest profiles for submitting and tracking expenses, with specific policies controlling costs via spending limits or pre-approvals. Expenses can be reimbursed directly or through host employees, and […]

Global Distribution System (GDS)

Global Distribution System (GDS) A Global Distribution System (GDS) is a network enabling travel agencies and platforms to access real-time data on flights, hotels, and car rentals, facilitating global travel bookings. In expense management, GDS integration auto-captures booking details, pre-fills expense reports, and enforces travel policies to reduce manual entry and ensure compliance. By syncing […]

General Ledger

General Ledger The General Ledger (GL) is the central repository for all financial transactions in a company, recording debits and credits across accounts like expenses, assets, and liabilities to ensure accurate financial reporting. In expense management, approved expenses are mapped to specific GL accounts using automated rules or manual selection, streamlining integration with accounting systems […]

Flight Delay Compensation

Flight Delay Compensation Flight delay compensation involves reimbursing employees for costs incurred during significant flight delays, such as meals or accommodations, as per company policy or airline regulations. Expense systems allow tagging and tracking these expenses, with spending caps and receipt requirements enforced. Employees can upload proof like airline notifications to justify claims, while smart […]