Five Tips to Better Manage Expense Process in Your Company

As the CEO or CFO of a reputable company, you’re constantly looking at ways and means to minimize overhead expenses and optimize the total expenses, right? But how do you do that? Considering the growing demands of organizations and their employees, this might prove to be a difficult task. But don’t worry. We’ve got your back. In this blog post, we’ll look at five powerful and effective ways by which you can better manage the expense process in your company. So without further ado, let’s get started.

1. Have a well-documented expense policy:  First things first. In order to streamline your company’s expenses, you first need to create a comprehensive expense policy. What should it entail? Think of your expense policy as a guide on optimum spending. As this guide would be shared with your employees, make sure that it is written in a simple, easy-to-understand and brief manner. Avoid using jargons or legal language and keep the tone friendly. Furthermore, use real life examples of good and bad spending to drive home the point.

2. Analyze each area of expense:  Now that you’ve framed a detailed expense policy, the next step would be to execute that policy by analyzing data and focusing on those categories that are prone to fraud or mismanagement and are cost heavy. You could use efficient analytics solutions to aid you in this endeavor and quickly flag suspicious transactions.

3. Automate processes for simple expenses: Once you’ve analyzed each expense category, you can segregate the simple expenses such as office equipment and simplify the approval process for these expenses. For instance, you could use auto approvals for small ticket expense reports. This would help you save a lot of time and effort. However, be sure to have antifraud procedures in place to avoid policy violations.

4. Keep it simple, silly: One of the most efficient ways to manage your company’s expenses is by automating the expense process to the maximum possible extent. This will help you engage your finance team in other productive work such as analyzing the finances and give them a respite from the repetitive, mundane tasks.

5. Prepare quarterly forecasts: Yet another foolproof method to better manage your expenses is by forecasting provisions for expenses on a quarterly basis rather than a yearly basis. This will help you prepare for unforeseen expenses and regularly monitor expense patterns.

So are you ready to take the next step and digitize your expense processes? Then here’s some good news. We at Traveo are ready to offer full-fledged support to help you better manage your expenses by providing you with your very own digital business assistant.

Written by-

Sameer Kakar

About the author-

I am founder of Traveo Soft Pvt Ltd which is an Artificial Intelligence based corporate Travel & Expense with Risk Management Software.

Traveo is automating Business Travel & Expense management for enterprises and helping them in optimizing spends on business travel. Traveo optimizes the entire travel while ensuring that the chosen options are cost effective, compliant with company policy and convenient for the employees and also offers incentive based programs to make employees , Travel Managers, HR, Admin & Finance folks happy while highlighting the risks and travel advisory related to the business tripa

If you want to know more about the interesting things that Traveo can do to make business travel hassle free for you and your employees, feel free to contact hello@traveosoft.com

Corporate Travel Management Software and Travel Administrators: Friends or Foes?

The advent of artificial intelligence based automation is bringing lot of changes in nearly all aspects of business and some areas of business are more rife than others for disruption. Corporate travel is also one such area where AI based business travel process automation finds very interesting use cases.
From transactional use cases such as automatic travel planning, travel policy compliance, automatic travel booking, automatic expense filing to more analytics based use cases such as insights into costs incurred due to travel policy violations and suggestions for improvement in travel policy.
When so much automation is possible with the help of technology, it is understandable that corporate travel managers might look at technology as an enemy which is trying to make them redundant. Some of them argue that technology cannot capture or understand the needs of their employees or that it’s a domain which is run on relationships with travel inventory providers like airlines, hotels and taxi operators. Therefore, many of them tend to see travel management software as a threat or simply disregard it as just another fancy toy.
So, are these two out there for a duel unto death of one of them? I would like to argue otherwise. I believe that Travel Management Software and Corporate Travel Managers will augment the capabilities of each other. The smart software solutions will make the job of travel managers much more meaningful by relieving them of mundane work like
1. Booking flights and hotels
2. Following up with travel agencies for cancellations and reschedulings
3. Forwarding ticket details to business travellers
4. Ensuring tickets booked are in compliance with the policy
5. Preparing reports
Instead, they can leave these mundane tasks to the software and focus on much more value adding activities such as:
1. Negotiating better rates with travel vendors
2. Aanlyzing data to understand patterns and get insights
3. Re-evaluate travel policy
4. Find avenues of making travel more convenient for the employees while cutting the costs
5. Instituting incentive programs for employees to voluntarily select inexpensive options
In this way, Travel Managers can expand their roles to become business partners rather than mere gate keepers and perform tasks which require human ingenuity and skills.

Written by-

Manish Kataria

About the author-

I am CEO of Traveo Soft Pvt Ltd which is an Artificial Intelligence based corporate Travel & Expense Management Software.

Traveo is automating Business Travel & Expense for enterprises in-turn helping them in optimizing spends on business travel. Traveo optimizes the entire travel while ensuring that the chosen options are cost effective, compliant with company policy and convenient for the employees as well as lot of incentive based programs to make employee’ , Travel Manager, HR, Admin & Finance folks happy.

If you want to know more about the interesting things that we do to make business travel hassle free for corporate and their employee feel free to contact me at manish@traveosoft.com

Travel Agents to Travel & Expense Software – The Evolution

The traditional corporate travel booking process had a designated department for itself. Employees would send a mail to their managers for the approval, and it would take ages for all the approvals to fall in place. Once the approvals are obtained, it is then forwarded to the travel desk for the booking. The chances are, the booking made might not be the most optimum of the lot!

There are possibilities that the cost of the flight ticket booked, exceeds the permissible amount allowed by the company. Thereby increasing the total cost of the trip.

To prevent such avoidable expenses, a demand was created for more efficient means of handling corporate travel bookings, and this gave rise to the boom of Travel & Expense Management software.

This software helps the firm by automatically selecting the best flights, hotels, and cabs, in compliance with the company policy, at a click of a button!

Few of the important features are-

  • Single Click Trip Planning

Travel & Expense Management software helps in simplifying the trip planning process by giving the best choices and its alternatives with AI driven personal assistant to plan your complete business trip automatically with a single click – even for complicated itineraries. This way it makes it easier to plan trips and save time.

  • Automated Booking

The age of contacting your travel agents/ travel desk for making your booking is passé, this intelligent software can take care of all your travel booking needs without any human interference and provide you with the best list of possible options at the click of a button.

  • Automated Expense Reports

The last thing that any employee after a business trip wants to do, is to prepare the expense report. There are chances of missing certain expenses too! Let the T&E software take care of your expense reports and create them automatically. Just click pictures of your receipts with the app and your expense reports are ready.

  • Policy Compliance

The fear of your expenses not being policy compliant can take a back seat and you can be rest assured that the software will check for policy compliance in all travel and expenses reports and exceptions will be highlighted. This way your travel and expense management will be hassle free and most importantly policy compliant.

  • Advanced Analytics

One of the most important features of the software is its ability to provide in-depth analytics detailing about the policy violations, expenses across categories, projects and even how much money was wasted due to non-compliance. This helps the company in taking preventive steps in future to avoid such unnecessary expenses.

  • Trip Cost Optimization

The Travel & Expense management software not only takes care of your trip booking but also automatically optimizes entire trip and saves costs for the company while ensuring convenience for the employees.

Traveo is a fully automated Travel & Expense management cloud solution for enterprises that helps organizations in optimizing spends on business travel.

It is the world’s first solution which automatically plans the business travel of employees by using advanced AI algorithms and finds

  • Best Flights
  • Hotels
  • Bus and
  • Cabs

for the entire travel while ensuring that the chosen options are cost effective, compliant with company policy and convenient for the employees

 Written by-

Bopanna P C

About the author-

I am currently working with Traveo Soft Pvt Ltd as a business development executive.

Traveo is a fully automated Travel & Expense management cloud solution for enterprises that helps organizations in optimizing spends on business travel. Traveo optimizes the entire travel while ensuring that the chosen options are cost effective, compliant with company policy and convenient for the employees.

If you want to have more details regarding Traveo, feel free to contact me on hello@traveosoft.com