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Why should you run your expense management processes with Qntrl?

Visibility

How many reimbursement requests do you have pending manager approval? How many requests need to be processed along with this month’s payroll? Find out everything you need to know on one dashboard.

Control

Only permit the submission of requests that are accompanied by the required documents, allowing you to eliminate unqualified requests right at the submission stage.

Automation

Automate budget limit checks, and reduce the workload for your finance department. Automated status updates on requests keep stakeholders in the loop.

Compliance

Enforce compliance with company spending limit policies. Ensure that all requests go through the entire process before getting approved.

Time-saving

Eliminate paper trails and documentation hassles. Raise and process requests from the convenience of any device, anywhere and at any time.

Fraud prevention

Cross-verify requested amounts against submitted bills easily, to help prevent fraud or miscalculations.

A sample expense reimbursement process in 5 simple steps

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Employee submits a reimbursement request

Employee submits a request for claiming reimbursement, filling in all relevant details such as his/her team, total expense, reason for the same, etc.

Bills submission

Once the request is submitted, the employee submits all relevant bills that he/she wishes to claim.

Manager's approval

The manager verifies the bills and decides whether to approve or reject. In some cases, the managers request for more information, upon which, the employee submits other bills.

Forward to the finance team

Once a manager approves it, the request is sent to the finance team for secondary approval, in the form of an automated email. The finance department takes a call to approve or reject the request, after verifying the bills.

Once the request is approved

The requestor receives a message that their request has been approved and that the amount will be processed along with their next paycheck.

Qntrl is flexible enough to be customized to your needs. For example:

  • Ensure that your process mandates strict adherence to your company’s travel policies.
  • Allow entry in multiple currencies to accommodate requests from international travel.
  • Directly deposit the payout to the requestor’s bank account in cases like weekly mileage reimbursements.
  • Set auto-approval for requests that fall within preapproved values, based on the requestor’s seniority.
  • Route high value requests to department heads for approval.
  • Pay ahead of a business trip and create a process to return excess currency afterward.
  • Get insight into employee expense patterns through thorough reports, and update company guidelines or policies accordingly.
  • Integrate with your payroll to process the reimbursement with employees’ monthly pay.

No two companies have the same expense management process

Use Qntrl’s drag and drop blueprint builder to custom build the expense reimbursement system your organization needs. Here are just a few sample processes:

Take a look at Qntrl

Qntrl is the world's #1 Workflow Orchestration Software. See why.

  • Centralization & Visibility
  • Process Compliance
  • Workflow-Centric Collaboration
  • Process Automation
  • Reports and Dashboards
  • Process Mapping
  • Process Extensibility
  • Enterprise Security
  • Centralization & Visibility

    Centralized requests, Unparalleled visibility

    Manage your daily financial transactions- from the smallest expense reimbursement to a major capital request for a new building - all from one place. Track all requests in real-time, and easily approve invoices, and purchase requisitions whenever and wherever.

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  • Process Compliance

    Ensure execution standards

    Control how processes work. Requests with little budget impact can be accelerated, while a high-dollar item might need to be routed through multiple departments. Embed internal finance controls and make compliance an enabler for business performance rather than a resource drain.

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  • Workflow-Centric Collaboration

    Collaboration: when you need it, where you need it

    Access unified, relevant information throughout a process- SOC 2 report during credit risk assessment, payment vouchers during accounts payable, and such. Get things done faster by notifying your peers through email, sms, or any other chat application.

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  • Process Automation

    Make repetitive manual work a thing of the past

    Quicktrack your outstanding and send reminder letters for overdue payments. Customize documents such as invoices and statements to easily adapt to changing business requirements. Automate workflow steps, task assignment, notifications, and more.

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  • Reports and Dashboards

    Improve Operational KPIs

    Identify reasons for payment delays, analyse and shorten cycle times, track employee performance, and more with up-to-the-minute reporting. You can also use the report builder to generate and schedule your own reports. Plus, automatic SLA reminders help you stay on track.

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  • Process Mapping

    Orchestrate, Visually

    Build flexible and scalable business processes- check requests, budget approvals, travel reimbursements, and such- tailored to meet the requirements of your business. Our workflow designer also lets you include advanced features like parallel transitions and common states.

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  • Process Extensibility

    Make Qntrl even more powerful

    Connect Qntrl with your other tools- Netsuite, SAP, Slack, Stripe, and more- to minimize the need to manually reconcile and compile information from disparate sources. APIs, Client and Server Scripts are some of the options that will help you tailor Qntrl to suit your needs.

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  • Enterprise Security

    Designed for Enterprise

    Get all the advantages of a cloud-based platform with the security you’d expect from an on-premises system. Field access privileges, data encryption, and role-based access controls keep your sensitive information safe. Audit capabilities help you figure out who-did-what-when.

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