Managing expenses effectively is vital for maintaining a healthy workflow and ensuring accurate financial records. WorkSmarter makes it simple with an intuitive expense management feature that offers a streamlined process, clear permissions, detailed reporting, and integrations with leading accounting packages.

The Expenses Management Process

Here’s a step-by-step guide to managing expenses using WorkSmarter:

Submission:
Employees can log into their WorkSmarter account, navigate to the "Expenses" tab, and submit their claims. Users can upload receipts, provide expense details, and assign categories (e.g., travel, meals, or accommodation).

Approval:
Submitted claims are automatically routed to the designated approver (manager or finance team member). Approvers can review the claims, request further details, or approve/reject submissions with a single click.

Reimbursement:
Once approved, the expenses are marked as “Approved to Paid.” For ease of management, you can export all data from within your WorkSmarter account to CSV files.

Permissions and User Roles

WorkSmarter provides a robust permissions system to ensure that expenses are managed securely:

• Employees: Submit and track their own expense claims.

• Managers: Approve or reject claims for their direct reports.

• Finance Teams: Access all expenses for processing and reporting.

• Admins: Set up expense categories, approval workflows, and user permissions.

Reports and Insights

WorkSmarter’s reporting tools give you complete visibility into expenses:

• Prebuilt Reports: Use templates to generate summaries by department, category, or employee.

• Customisable Insights: Set up dashboards to track KPIs such as top expense categories or reimbursement times.

• Export Options: Reports can be exported in CSV formats for further analysis or sharing with stakeholders.

Integration with Accounting Packages

WorkSmarter’s Expenses Management feature integrates seamlessly with popular accounting software, including:

• Xero

• QuickBooks

• Sage

The integration allows for:

• Automatic syncing of approved expenses to the accounting software.

• Categorisation that aligns with your financial chart of accounts.

• Simplified VAT or tax reporting.

To learn more, please book a call with the WorkSmarter team.

Need More Help?

Our team is here to assist! If you have questions about using the Expenses Management feature, configuring permissions, or setting up integrations, please get in touch with our support team.