For any accountant and any displaced worker, the expense report is a real torture. When a company has traveling salespeople or technicians, it has to pay their expenses.
Normally, it does so by giving them a company card or by giving them an amount of money, which they then have to justify by providing the receipts and invoices and the corresponding expense report, which details the amount and place of the expense.
This is a double administrative task: for the one who has to justify and for the person in charge who controls the expense. In addition, it ends up in the accounting department, which will have to make the relevant entries.
All this transfer of papers and Excel files becomes a tedious and complex task that everyone ends up hating.
To solve this, for some years there have been solutions on the market such as Expensya, which simplify and streamline this entire task.
This is an intelligent recognition technology that promises to scan and extract all the information from an invoice in just five seconds. The entire process is carried out digitally, without having to enter a single piece of data by hand.
This software is equipped with a powerful OCR that allows:
- Extraction of the necessary fiscal and accounting data from each paper invoice
- Convert all receipts and invoices to PDF format, thus avoiding the manipulation and filing of paper.
- Processing of invoices received by e-mail. All invoices that suppliers send in this way will be scanned by this software and it will not be necessary to enter any data manually.
The application is multiplatform, it works both in a mobile app -Android or IOS- and in any web browser.
By having all the information digitized in the application, it will be available to all the departments involved (commercial, technical, administration, management) and multiple validation of expense reports is allowed.
VAT management is easier with Expensia, as its powerful OCR allows you to extract the different types of VAT applied to the corresponding tax bases.
Expensia software integrates perfectly with the accounting software or ERP used in your company. It will not be necessary to mechanize the data twice, but rather an automatic transfer of information to the management software used by the accounting department will be carried out.
With Expensya you have real-time monitoring of expense information, as it will be online from the moment the document is scanned, and available to all departments involved.
Another great advantage of Expensya is that this software is approved by the Tax Agency. The moment the expense document is scanned, it can be thrown away since the pdf that is generated is valid. This saves the filing and custody of tons of paper. Expensya's digitized copies have legal validity.
In addition to all these advantages, Expensya is multi-currency (it can be used in different countries at the same time), multilingual (something very interesting if we have personnel of different nationalities or delegations abroad) and multi-company (with the same application we can control the expenses of different companies).