This is an online form and approval process that looks
similar to an Excel spreadsheet you might use. It automatically
categorizes expenses making it easier for Finance to manage.
All calculations such as subtotals and grand total are performed
automatically, employee fields are auto-populated and it's
easy to attach receipts. On mobile devices, the receipt can
also be attached by taking a photo. The form also validates
all fields to eliminate errors and can be signed electronically.
Compare it to using Excel or paper. Other than calculations, none
of the advanced functionality is available. You have to print to
sign, attach receipts separately to email and so on. The online
version is vastly more efficient and saves time & money.
This approval workflow is used to reimburse employees
for actual miles driven. Instead of requiring them to
enter miles manually, it uses the Google Maps
Distance API to compute mileage between city pairs and
then automatically calculates reimbursement amount and
totals. It's easier, faster and has fewer
errors. The form also demonstrates digital signatures
which verify the identity of the user
signing it and guarantee that the signed data has not
been tampered with.
Compare it to using Excel or paper. None of this functionality
is possible. The online version saves time and reduces
Digitize Expense Reports and Improve Efficiency
Expense & mileage reimbursement forms are routinely
used in every business to track, monitor and control
spending. They're used to reimburse employees for
costs incurred during the normal course of doing business as
long as those costs meet company policy and are approved by
a manager, vice president or CFO. Well-designed reimbursement
forms prevent fraud, ensure business standards cannot be
bypassed, employees are paid back in a timely manner, and can
also provide legal protection in case of an audit. They
must usually be approved by multiple people and almost
always include signatures as a result.
What's on a typical
Irrespective of whether you're using Excel or online forms,
a typical form includes the following:
Corporate logo and name.
Date of the reimbursement request.
Requesting employee's details.
Line items for each expense including date, category, amount,
business justification etc.
Calculated amounts e.g. total, amount to be reimbursed etc.
All necessary approvals and signatures required by company policy.
What are the advantages of
electronic reimbursement forms vs Excel?
Automating everyday operational processes confers transformative
benefits on the organization:
By making operational data available in digital format,
it enables companies to consider machine learning, artificial
intelligence and other modern, disruptive technologies.
Electronic forms don't have to be printed for
signatures and make your organization environmentally
There's never a question of using the wrong or
outdated version of the Excel form. The online form is
always the latest version.
Automated routing saves time spent on paperwork and
allows employees to focus on things that add real value.
They also aren't confused by complex instructions
embedded in the Excel.
Since online forms can be integrated with business
systems, they reduce data entry and errors. Fewer mistakes
means less time wasted chasing them down and correcting them.
The electronic form and process works on mobile
devices without changes – a must-have in today's world
of on-the-go business.
Automatic validation, maps, attachments, dynamic
behavior to show/hide sections on-demand and other
features common to online forms are simply impossible
It's easy to see how
even a single electronic form or process can
deliver massive ROI.
Why automate expense and
mileage reimbursement forms with frevvo?
Our 100% visual, easy-to-use form and workflow software
6 min demo video to learn more) let's anyone – not
just expert coders – use pre-built templates as starting
points to quickly and easily digitize forms. Using
point-and-click wizards, they can build dynamic behavior or
route the form for approvals.
for a free 30-day trial and get started today.
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