Orchestrate your expense reimbursement workflow with Qntrl

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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.

Sample expense reimbursement process in simple steps

Step 1
Step 2
Step 3
Step 4
Step 5

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:

Ensure that your process mandates strict adherence to your company’s travel policies.
Allow entry in multiple currencies to accommodate requests from international travel.
Route high value requests to department heads for approval.
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.
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's needs. Here are just a few sample processes:

Simple Expense Reimbursement Request

Expense Reimbursement Request for Higher Amounts

Return Excess Money After a Business Trip

Reimbursement Request With Direct Deposit Payout

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 Integration
Enterprise Security

Centralization & Visibility
Centralized requests, Unparalleled visibility
Get end-to-end visibility of all your workflows. Know what your team is working on, what progress has been made, and what’s coming down the pipeline.
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Process Compliance
Ensure execution standards
Optimize processes by budget. Boost low-cost requests, route high-value items through departments. Embed finance controls, leverage compliance for business performance, not resource drain.
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Workflow-Centric Collaboration
Collaboration: when you need it, where you need it
Access unified, relevant info in processes- SOC 2 for credit risk, payment vouchers for accounts payable, etc. Notify peers faster via email, SMS, or chat app.
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Process Automation
Make repetitive manual work a thing of the past
Track payments, send reminders for overdue amounts, customize invoices and statements, and automate workflow steps, assignments, and notifications. Adapt easily to changing business needs.
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Reports and Dashboards
Improve Operational KPIs
Discover payment delay causes, reduce cycle times, monitor employee performance and access real-time reports. Schedule custom reports and stay on track with automated SLA reminders.
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Process Mapping
Orchestrate, Visually
Create flexible processes–request checks, approve budgets, reimburse travel, etc., tailored to your business. Workflow designer with advanced features– parallel transitions and common states.
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Process Integration
Make Qntrl even more powerful
Connect Qntrl with tools like Netsuite, SAP, Slack, Stripe, and more. Minimize manual reconciliation and compile data from different sources. Customize Qntrl to fit with APIs and scripts.
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Enterprise Security
Designed for Enterprise
Advantages of a cloud-based platform with unbeatable security. Data encryption and role-based access controls for your sensitive information. Audit capabilities to find out who-did-what-when.
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