We’re excited to introduce the new Expense Management solution in the APS platform! We have designed this powerful tool to help you simplify your expense approval process, save time, and boost efficiency.
Here’s how Expense Management can make a difference for you and your employees:
- Automate expenses
- Expedite reimbursements
- Get real-time visibility into company spend
Make managing business expenses simpler and more efficient than ever before.
Streamlined Workflow for Easier Expense Management
Our Expense Management solution gives you complete visibility and control over your company’s expense reports. Whether you’re an admin or manager reviewing reports or an employee submitting expenses, our feature enhances the entire process.
Plus, it’s built into the APS platform, empowering you with complete control over your expense management process. Eliminate the manual back-and-forth that typically slows your team down, ensuring greater efficiency and accuracy.
Common Challenges in Manual Expense Tracking and Reimbursement
Managing your employees’ expenses can often feel like a juggling act — endless cycles of approval processes, lack of visibility into company spending, and missed receipts that lead to compliance risks. Our solution is designed to address these issues, ensuring that your processes are compliant and your time and resources are not wasted.
Key Benefits
APS offers an advanced Expense Management solution to help you track card transactions and oversee employee expenses in real time, maintaining accurate and timely approvals. With this functionality, you gain:
- Greater insight into how your employees spend
- Access to all reports and prepay options
- The ability to build customizable expense policies.
Let’s explore these benefits more in-depth.
1) Quick Access to All Reports
With the new All Reports feature in the Expense Management dashboard, you can access all submitted expense reports in one place. This visibility eliminates the need to search through different sections to find what you need.
The dashboard shows reports in various stages — Pending Manager Approval, Pending Admin Approval, or Pending Payment — giving you a full overview of their status. It even lets you view Paid Reports to track completed payments and stay on top of everything. Our goal is to help ensure that nothing slips through the cracks and keeps everything organized or easily accessible when needed.
2) Focused Approval Options
One of the standout features of the new Expense Management dashboard is the ability to filter reports by their approval status. You can review reports that are Pending Manager Approval, Pending Admin Approval, Pending Payment, or already Paid.
This option makes staying on track easier and improves the expense report review process. Instead of scrolling through endless reports, you can quickly find the ones ready for approval for a more efficient workflow.
3) Custom Expense Policies and Permissions
No two businesses are alike, and neither are their expense needs. You can create custom expense categories like mileage or business meals and tailor policies for different departments. Role-based access ensures that employees, managers, and administrators can view and manage only the needed data, keeping information secure and organized.
4) Efficient Approval and Rejection Process
Our new expense management dashboard makes managing approvals and rejections simpler than ever. When reviewing a report, if you find an issue or need to reject it, the system allows you to add comments explaining why the report is being rejected quickly. This process helps your employees understand what to fix to resubmit the report promptly.
On the other hand, if the report is ready for approval, the system automatically adds the approved expenses to the next reimbursement batch—whether that’s a scheduled payroll batch or an unscheduled batch. There’s no guessing or waiting for payments, and everything happens on time, automatically. With fewer steps to complete and clear communication throughout the approval workflow, managing expenses becomes far more efficient, and you can feel confident in the process.
5) Transparent and Detailed Expense Tracking
When reviewing a report, the dashboard provides key details that allow you to make informed decisions:
- Employee Name & Report Creator: You can easily see whether the employee or someone from your team created the report on their behalf.
- Report Status: Track where each report stands, from Pending Admin Approval to Paid, so you never miss an essential step.
- Total Amount & Number of Expenses: Know how much is being reimbursed and how many expenses need review.
- Submission Date: See when an employee submitted their report to ensure timely approval.
- Batch or Check Number: If a report has been paid, you can easily track the payment using the batch or check number.
6) Simplifying Expense Payments
Once a report is approved, the dashboard makes paying expenses easy and hassle-free:
- Prepay: When creating a prepay, you can easily select and include approved expense reports, ensuring employees are reimbursed quickly.
Using this new feature, you can be confident that all expenses are processed quickly, accurately, and transparently.
7) Easy Report Creation
The Create Report option is another time-saving feature that allows you to create expense reports on your employees’ behalf quickly. This feature is beneficial when an employee needs assistance submitting a report or if you want to ensure everything is correctly entered into the system.
Once a report is created, employees can review and submit it themselves or have the system user submit it. This feature reduces confusion, improves accuracy, and ensures the report is ready to move through the approval process without delays.
A Better Experience for Everyone
APS’ Expense Management solution simplifies the approval process and ensures that all team members—from employees to managers—stay on the same page, reducing confusion and preventing delays. With precise tracking, simple approval/rejection options, and an intuitive layout, staying organized is easier than ever. Ensure that expenses are managed smoothly and efficiently to save time and money.
Whether you’re looking to speed up your reimbursement process, enhance visibility, or make life easier for your team, the new Expense Management solution in the APS platform is a game changer.
Expense Management is more than just a tool—it’s an upgrade to how your team handles expenses. Read about our unified payroll and HR services to learn what else APS can do for your business.
