Organizations use reimbursement forms every day to track
and control spending. They are a crucial aspect of everyday
operations. Yet, too often employees must use Excel
spreadsheets and e-mail them for signatures. It's
slow, inefficient and error-prone. Delayed reimbursements
irk employees and are bad for employee morale.
Use our modern, visual tools to digitize these reimbursement
forms in a matter of days. You won't need to hire
expensive, hard-to-find coders; existing employees can simply
drag-and-drop to take these forms online. Streamlining
operations through process automation has the potential for
massive ROI. It reduces bottlenecks, improves profitability, and
lets employees focus on work that matters.
Most important of all, process automation using electronic forms
unlocks the critical operational data hidden away in your Excel
sheets. It allows you to deploy machine learning and artificial
intelligence to analyze the data and derive powerful business
insights from it.
Your Expense Report in 3 Easy Steps
1. Sign up for a free accountClick here to register for a free
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2. Install an Expense Report template
Install a pre-built workflow template with
a single click. It has sample workflows,
guided tours and instructions to quickly try it out.
3. Customize to fit your needs
Modify the template with our user-friendly form &
workflow designers. We offer many kinds of
no-obligation help to assist you.
What is Reimbursement Form Automation?
What is a reimbursement form?
Expense & mileage reimbursement are standard forms used
by every organization to pay employees back for costs incurred
on behalf of the business. Using these forms, companies can
easily track spending, ensure business standards are followed
and prevent fraud. Finance departments also like the fixed
structure of reimbursement requests irrespective of where they
come from. Employees are also unhappy with consistently long
reimbursement cycles to the point that many of them would consider
looking for another job.
Why are they important?
These processes are a critical aspect of spend management. They
ensure that employees get reimbursed as quickly as possible while
still maintaining consistency, auditing and financial standards
within the organization. They help control costs and prevent
fraud. In case of a financial audit, documented reimbursement
forms provide a degree of legal protection.
Obviously, it depends on each organization. That being said,
common items on every form are:
Employee information include name, ID and department.
Date on which the reimbursement form is being filed.
Line items for each expense often including category e.g.
Travel, Business Meals, Equipment etc.
Date on which each expense occurred and business
justification for the expense.
Subtotals, grand total, any advance payments and amount
to be reimbursed.
Signatures of all participants – employee, manager, Finance.
An electronic reimbursement form & process
It's highly likely that you already have policies in place but,
if you don't, that's the first thing to do. Even when you
have a policy, automating the process makes it more efficient. An
Uses an online form so there's no need to search for
and find the latest Excel version.
Automatically fills in as much information as possible e.g.
uses the logged-in person details to pre-fill fields.
Works on smartphones so managers can approve anytime and
Supports e-signatures so there's never a need to
print and scan.
Integrates with financial systems to reduce manual data entry.
Notifies participants at each stage so employees know where
their reimbursement request is and managers are reminded to act
upon them in a timely manner.
Speeds up the process, removes bottlenecks and wasted time
and ensures that employees get reimbursed quickly.
Generates any needed PDFs or other documents and securely
saves them online.
Digitizing reimbursement forms as part of digitizing your overall
operations is crucial to stay competitive in the 21st century.
Automated processes provide 50% or
greater efficiency improvements, massive ROI. They also result
in digital operational data, which is the first crucial step
towards reaping the benefits of new technologies such as machine
learning and artificial intelligence.
Why automate your
reimbursement forms with frevvo?
workflow software is very easy to use.
You won't need to hire expensive coders or purchase
specialized solutions. Your existing employees can drag-and-drop
in their existing browser to design a reimbursement form, use
visual wizards to create dynamic behavior and setup workflow
routing visually. Electronic signatures are
Medi USA is automating their routine
workflows, integrating with ERP and using e-signatures to avoid printing
"frevvo's cloud-based solution
is visual and easy to use yet has powerful business features and
integration with our ERP. frevvo has a great combination of
simplicity and flexibility."
Chief Financial Officer
"We were looking for a single, affordable solution that could
address all our requirements. frevvo's cloud-based solution
is visual and easy to use yet has powerful business features and
integration with our systems."
Enterprise Applications Manager
Mercy Ships has deployed over 70
forms & workflows integrated with Confluence
"We wanted a single, affordable solution that would be
able to address our forms, workflow and document signature
requirements. frevvo's modern solution is easy-to-use
and meets all our business needs at a reasonable price."
Chief Information Officer
"We were looking for a single, affordable solution
that could replace paper, Excel & InfoPath forms and
work with our SQL database. Live Forms is the best forms
& workflow solution on the market today for our needs."
Adam Wiener, Applications Specialist
"We've used Live Forms in the Cloud to automate several
workflows in a matter of months and we were able to do it
ourselves without expensive consulting resources."
UK Business & IS Solutions Manager
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