Business trip and expense Management software

Not everything happens in the office. This is the best way to calculate, administer, report and manage the company’s expenses.

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A business trip and expense management program.

Manage the entire business trip process, from the initial request to the approval/rejection of the associated expenses.

Reduce the administrative load of the process by keeping track of all the requests.

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Benefits of our business trip and expense management program.

Improve process management, set up expenses by type, automate and keep track of the entire process.

Improve how the process is managed and establish different types of expenses.

  • Establish the different types of business trip expenses and their amounts.
  • Establish which amounts are taxable and exempt from taxes and integrate the payment thereof into the employee´s pay..
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Every last detail is parametrised.

  • Parametrise spending limit policies according to the different employee groups.
  • Establish different items and types of trips, defining the characteristics for each type.

Automate requests and payments.

  • Flexibly manage the business trip request and approval process, as well as payment.
  • Establish authorisation workflows depending on the type of trip or expense.
  • Set up different approval structures depending on the type of trip.
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Control the entire trip and expense process.

  • Keep track of the request and payment process as well as expenses: fromthe employee´s request, to the approval of the expenses claimed by the manager.
  • View the indicators according to different filter criteria.

Your best ally when it comes to managing business trips and expenses.

Learn about the multiple functions of our business trip and expenses management program.

Manage the type of trips.

Manage the different types of trips (local, international…) and establish the types of associated costs (hotel, transport…), specifying the parameters (cost per kilometre, subsistence allowance…).

Quantitative and qualitative limits.

Set quantitative (e.g. maximum possible expenditure per night) or qualitative (e.g. ticket class) limits for each expense, taking into account the types of travel permitted for each employee group. Establish a hierarchy of approvers for each type of group.

Business trip requests.

Each user can easily request a new business trip through the website (specifying the type of trip, number of days requested and the destination).

Trip request approval.

When the employee makes the request, a notification is sent to his/her manager for approval/rejection. The employee receives the spending limit policy associated with the trip. If approved, the trip request process is complete and the expense approval period gets underway. If the manager rejects it, the employee receives a notification explaining the reasons why.

Sending expenses.

Once the trip has taken place, the employee enters the expenses by item type, attaches the receipts and sends them for approval. Expenses can be entered in different currencies, making note of the exchange rate applied and how each expense was paid (in cash, using company bank card or personal bank card). A photo of the receipt can also be taken through the Endalia Mobile app.

Expense approval.

The person appointed as approver of the trip may reject some expenses (the employee must review them) or approve them, in which case the employee will be notified, bringing an end to the expenses approval process and the information will be subsequently sent to the finance department.

Follow-up and monitoring.

The manager can see all the travel information in a monitoring window in the management environment, where he/she keeps track of the status of the requests and can set different filters (requests, dates, costs…).

Report extraction.

Extract data to Excel and generate multiple reports in different formats (PDF, HTML, Word). Generate different expense statistics.

Connection with other products.

With the Organisation and people module, the responsibility for approval can be linked to the organisational structure. There is the possibility of having expenses approved by a matrix project management structure.

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