9 Key Benefits of Expense Management Software

expense management definition

The software focuses on powerful policy compliance to ensure that the businesses do not overspend. The spend analytics provided by the expense management software helps in optimizing the business spending. Your company’s finance team is responsible for managing and overseeing the expenses of your business. Your finance department is also the primary driver of your expense management process.

expense management definition

Their main goal is to sustain accurate business financial records and analyze past trends to determine future business decisions. Your finance team no longer has to match the credit card statements to bills and look for compliance. We all know matching credit card statements to bills and auditing them for compliance is an arduous task. Additionally, expense management software ensures policy compliance for every expense report in your firm.

What Is the Difference Between a Credit Card and a P-Card?

Each card has a specific budget and restrictions to ensure control and facilitate approval without delays. The finance teams are running after employees for receipts, employees are waiting on OTPs and approvals, and the CFO is not satisfied with the numbers. If the corporate credit card has a credit facility attached to it (it usually does), it is a company liability, not a personal liability.

The IRS treats capital expenses differently than most other business expenses. While most costs of doing business can be expensed or written off against business income the year they are incurred, capital expenses must be capitalized or written off slowly over time. Operating expense is deducted from revenue to arrive at operating income; the amount of profit a company earns from its direct business activities. Software review platforms like G2 simplify and fasten the process by rating software based on real user reviews across various platforms. They rate software based on different criteria such as ease of use, quality of support, ease of implementation, and more. This provides a trusted shortcut to getting your hands on the best expense report software to achieve your desired business goals.


Define approved spending limits, and clarify grey areas, that way, one is working based on credible information and not assumptions. When this is done, it simplifies the whole process, as all documentation is stored in a single database, and everyone has access to it in real-time. After each transaction, employees get a notification to upload the receipts via WhatsApp. Apart from OCR, you also get the option to split the transactions to make the accounting process easier.

expense management definition

The multi-step process of working with expense reports, expense approval, and employee reimbursements is called expense management. Most finance/accounting heads and employees describe expense reporting and expense management as time-consuming, laborious, and error-prone. An expense management system is a tool your business can use to manage your employee expense. This system can help you automate the processes involved in your employee expense reporting and reimbursement, making the process simpler and less prone to error. The goal of your expense management is to ensure that all your business expenses are tracked, recorded, reviewed, approved, and reimbursed in a timely and accurate manner.

Why Use an Expense Management System?

Typically, the UAE’s yearly fees range from AED, with ‘free for life’ being the most popular. Business credit cards are frequently limited to your online banking platform. In the case of corporate credit cards, you may get something slightly better – an enterprise expense management definition solution. It is important to note that corporate cards are not personal credit cards and should only be used for business purposes. It’s essential to have automated approval flows to ensure employee expenses and expense claims are approved by the right managers.

  • If you want more clarity on how you can stop the chaos in your company and manage expenses better, read our detailed post on internal control over financial reporting (ICFR).
  • Implementing effective expense management processes in an organization enhances the employee experience and ensures compliance with IRS rules and regulations.
  • Physical corporate credit cards serve the same purpose as virtual and business credit cards, making payments.
  • Therefore, manual errors in an automated expense management system are fewer.
  • Small businesses have fewer expenses than large corporations, while a mid-sized or larger company needs more extensive functionality, which requires a bigger budget.
  • It could involve filling out an expense claim form or entering data into the expense management software and sending it to a line manager for approval.

This facilitates flexibility for the teams to function better and gives the finance team more control over resource planning and allocation. Similarly, you can set a $500 monthly limit for marketing expenses and restrict the card to “Ad Campaigns” and “Promotions,” ensuring focused spending. If it is just you or a couple of employees, you may not need many cards (or you might take advantage of Pluto’s virtual cards). Once you have access to Pluto’s expense management dashboard, you’ll also be able to set up approval flows and automation. Pluto has adopted a KYB & KYC (know your business and client) process that allows us to onboard customers in minutes. After you set up your account, you can start issuing virtual cards and continue your work without halts or limitations.


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