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Process Improvement for Booking Credit Card Activity

Growing business is currently having field employees download into Excel from a website their share of charges posted to a parent credit card. Each employee has his/her own numbered card; thus data is summarized by card (employee) and easily downloadable by employee. The charges are coded with the use of data validation for accounts, etc. and returned to finance department employees. Once all employees have submitted, expenses are reviewed and approved for posting. The number of accounts continues to increase as the company grows. Does anyone have a recommendation for an alternative process or processes that would ease the workload?

Answers

Topic Expert
Wayne Spivak
Title: President & CFO
Company: SBAConsulting.com
LinkedIn Profile
(President & CFO, SBAConsulting.com) |

There are SaaS programs like Concur, Expensify and others that assist in the process and gives both the approval manager and accounting better controls.

Anonymous
(Consultant) |

Consider using a project management software and utilize it in such a way that management and the finance department are able to securely view and keep track of all transactions made by the employees. Uploading this and the receipts that correspond to each transaction made will help keep everyone informed and accountable to what they are spending.

Len Green
Title: Performance Improvement Consultant and E..
Company: Haygarth Consulting LLC
LinkedIn Profile
(Performance Improvement Consultant and ERP Strategist, Haygarth Consulting LLC) |

Anon in transition
Are your expenses simply internal or are some rebillable to customers?
What accounting software are you using?

There are many good add-on apps (run from your smartphone) to accounting systems that
-make it easy for staff to report expenses, attach receipts and route for approval
-indicate for accounting how to book the expenses
-reimburse staff

Take a look at Nexonia for example. A number of our clients use it.
Contact me if you have any questions

Len

Susan Boles
Title: Accounting Consultant
Company: Tier One Services, LLC
(Accounting Consultant, Tier One Services, LLC) |

I highly recommend both Expensify and ApprovalMax. They both have the ability to channel and track workflow, and if you happen to be using a cloud-based accounting software, like Xero, integrate well to automate data entry.

Anonymous
(Senior Accoutant) |

Depending on the who your vendor is , It is possible for them to create or assist in downloads the can import into your system or possible to make employees do most of the work upfront? We use wells fargo. we created a GL list for employees to pick from and submit and once accounting approves transaction we get a csv download and then we able to upload totals into our ERP.
We used to have to hand key totals in. We didn't see it as necessary to have the detail uploaded since we save the csv file as way to keep all transactions. This made employees code and responsible for each transaction and less time accounting needed to look over everything to approve.

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