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Started By
Message
How to organize monthly expense reports
Posted on 10/15/13 at 9:46 am
Posted on 10/15/13 at 9:46 am
We've got a team of roughly 20 guys who travel extensively throughout the year. I would guess each guy spends $500 -$4,000 per month on business expenses.
They way we do the reports now seems dated and I am hoping there are some new ways out there I don't know about.
We physically tape every receipt to a piece of paper and put it in storage. We add each receipt and total them for each category. Flights, hotels, airport parking, cell phone, office expenses, etc.
How do you organize your reports for tax time? There has to be a better way.....
Thanks.
They way we do the reports now seems dated and I am hoping there are some new ways out there I don't know about.
We physically tape every receipt to a piece of paper and put it in storage. We add each receipt and total them for each category. Flights, hotels, airport parking, cell phone, office expenses, etc.
How do you organize your reports for tax time? There has to be a better way.....
Thanks.
7
Posted on 10/15/13 at 9:59 am to I Love Bama
Posted on 10/15/13 at 10:12 am to I Love Bama
Issue a personal scanner to each person who regularly submits expense reports. They are available for around $99. Have each person scan his receipts into a .pdf file and name the file his initials + the date of the submittal.
Develop a simple Excel worksheet (or similar worksheet for an iPad/iPhone app which is availble for $1.99 at the Apple app store) for expenses. Then require each person to enter his expenses on the worksheet with the same file name as his .pdf file.
Then have him email both the .pdf and .xls files to you. The .xls files can be 'uploaded' and merged into a master expense worksheet that can then be transmitted to your general ledger system monthly.
Develop a simple Excel worksheet (or similar worksheet for an iPad/iPhone app which is availble for $1.99 at the Apple app store) for expenses. Then require each person to enter his expenses on the worksheet with the same file name as his .pdf file.
Then have him email both the .pdf and .xls files to you. The .xls files can be 'uploaded' and merged into a master expense worksheet that can then be transmitted to your general ledger system monthly.
Posted on 10/15/13 at 10:57 am to LSURussian
+1. The most important thing is making sure you have separate people in charge of approval and processing payment.
The scanner is the best way to go. If yall get big enough, you can buy software that makes the employee code the expenses in and then they can submit a receipts package with it but for now excell seems best.
Scanning also serves the purpose of less risk of losing the receipt package somewhere in the shuffle since they can be archived in email.
The scanner is the best way to go. If yall get big enough, you can buy software that makes the employee code the expenses in and then they can submit a receipts package with it but for now excell seems best.
Scanning also serves the purpose of less risk of losing the receipt package somewhere in the shuffle since they can be archived in email.
Posted on 10/15/13 at 11:01 am to Crbello4Hiceman
If you do any government work, they still require the original physical reciept should they audit you. Thats the only instance I can think of where the pdf method wouldnt work.
Posted on 10/15/13 at 11:51 am to LSURussian
iPhone has a scanner app. Don't know if that's a viable option but it doesn't cost $99.
This post was edited on 10/15/13 at 11:52 am
Posted on 10/15/13 at 12:06 pm to lighter345
quote:
Phone has a scanner app
I use the CamScanner App for all business expenses.
This post was edited on 10/15/13 at 12:07 pm
Posted on 10/15/13 at 12:19 pm to lighter345
quote:
iPhone has a scanner app. Don't know if that's a viable option but it doesn't cost $99.
DON'T JUDGE ME!!!
Posted on 10/15/13 at 3:16 pm to I Love Bama
Concur
Posted on 10/15/13 at 4:22 pm to StrangeBrew
quote:
Concur
Pretty much the benchmark for expense reports.
Posted on 10/15/13 at 4:26 pm to I Love Bama
I submit expenses on a weekly basis with Concur. Works great and takes very little time. Using the mobile app is very easy as well. It works on apple, android, and blackberry devices.
Posted on 10/15/13 at 8:52 pm to StrangeBrew
Concur
/Thread
Once you use the Concur App, you will view your methods today as cave man technology.
/Thread
Once you use the Concur App, you will view your methods today as cave man technology.
Posted on 10/15/13 at 9:09 pm to DaphneTigah
Interesting. I'll check it out. Thanks all.
Posted on 11/21/13 at 5:37 am to I Love Bama
We do the expense reporting with expense reporting software from Replicon. I hope that will work fine and better in your case as well. Try it out. Check it here - LINK
Posted on 11/21/13 at 6:05 am to I Love Bama
If they all have smart phones, there are apps like ixpenseit that do a nice job.
Posted on 11/26/13 at 5:46 am to I Love Bama
We rely on the cloud based Replicon's expense reporting software for the sake of expense reporting and management that has ultimate functionality to help for a better expense reporting and management. Check out the link here - LINK
Posted on 11/26/13 at 2:22 pm to phicksteven
we just switched over to "Certify Mobile"
Its an app that is linked to your credit card so when you open the app, it shows your transactions and then you attach your receipts to each by taking a picture of it with your phone.
Its an app that is linked to your credit card so when you open the app, it shows your transactions and then you attach your receipts to each by taking a picture of it with your phone.
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