Travel and Expense

Sub title: 
Streamline your travel and expense management processes

Banner title: 
Take charge of your organization’s expense and travel costs with Basware Travel & Expense Management solution: control costs before they are incurred, speed up the reimbursement process, improve employee satisfaction and ensure compliance through rapid end-user adoption.

Banner text: 
Ditch the spreadsheets and eliminate the paper. Receipts can be captured easily with your smartphone, and corporate card purchases are brought directly into the system – what could be easier?

Benefit Title: 
Travel and Expense Management: controlled, efficient and easy

Benefit Text: 

Basware Travel & Expense Management provides a solution place for enterprise-wide travel and expense automation. It supports complex travel rules to make the claims process more controlled and easier for everyone. With the new user experience, travelers and approvers can easily capture receipts digitally, approve plans and claims, and create expense claims - all from their mobile devices.

  • Control travel costs before they are incurred. With Basware, employees can create a travel plan, including a cost projection, that must be approved prior to travel.
     
  • Capture expenses with camera on phone or tablet: Take photos of receipts during business trips, and have them readily available when creating expense claims.
     
  • Claim expenses more easily via integration with corporate credit cards. Purchases made using corporate credit cards or travel accounts are automatically brought into Basware’s travel and expenses system.
     
  • Receive notifications when expenses are ready to be claimed. Email notifications alert employees when corporate card purchase items have arrived in the system and can be added to a claim.
     
  • Easily create travel expenses based on existing travel plans. Basware Travel & Expense can automatically match claims to plans and approve claims within set tolerances.
     
  • Ensure per diems and vehicle usage costs are reimbursed correctly. Built-in rules calculate per diems and vehicle usage costs according to local legislation, collective agreements and company policy – removing the need for guess work and minimizing opportunities for fraud.
     
  • Allocate costs flexibly. Entire expense claims or single expense items can be split to asign costs to different cost centers, projects or clients.
  • Case Study: Atea

    Atea deployed Basware Travel and Expense Management as part of their full purchase-to-pay solution.

    They have been happy with the intuitive UI: "All 2,500 of our employees have been able to use it. It's incredibly simple and user-friendly."

    They have enjoyed faster expense report filing: "It's just brilliant because our employees are...billing their expenses as quickly as possible:"

     

Easy employee self-service

User adoption is crucial for organizations trying to control their travel and expense process. Basware makes claim-creation and reimbursement easy.

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User adoption is crucial for organizations trying to control their travel and expense process. Basware makes claim-creation and reimbursement easy.

Basware supports single sign-on (SSO), which means employees can quickly access the system. Once in, creating a travel plan, travel claim or expense claim could not be easier. The interface is intuitive, expense items are easy to add and receipts can be captured via smartphone camera or scanner.

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Corporate card integration

Integration of corporate cards streamlines the travel and expense reimbursement process and makes claim-creation easy.

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Integration of corporate cards streamlines the travel and expense reimbursement process and makes claim-creation easy.

Basware Travel & Expense Management integrates with all major credit cards, allowing purchase transactions to be automatically brought into the system and made available to be assigned to a claim. Email notifications alert employees when corporate card purchase items have arrived in the system and are ready for processing. Travel accounts are also fully supported for centralized purchase of travel-related expenditures.

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Mobile receipt capture

Make filing expense claims easier by taking pictures of your receipts as you get them. Capture receipts using the camera in your phone or tablet and store them for later.

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Make filing expense claims easier by taking pictures of your receipts as you get them. Capture receipts using the camera in your phone or tablet and store them for later.

Travel receipts can easily get lost, or deteriorate into unreadable condition during a business trip. Often, the sheer number of receipts generated during a trip makes submitting travel expense claims slow and inefficient. With the new user experience for Basware Travel & Expense Management, travelers can use their smartphone or tablet to take pictures of receipts as they get them. They can even specify spend category and receipt details. These images are easily accessed later when creating the expense claim. Reimbursing travel costs becomes both easier and faster. 

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Travel planning for cost control

Control your travel costs by managing the planning process and approving only essential travel. Proactivity is the key to controlling travel costs.

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Control your travel costs by managing the planning process and approving only essential travel. Proactivity is the key to controlling travel costs.

By applying a process similar to any other type of procurement, we ensure that travel is not only approved, but also that managers understand the cost impact before approval is given. With Basware, travel plans are quick to create and include essential information such as where and when the employee is going. Estimated costs can be added to the plan, which can be used for automated approval during the creation of the travel claim. 

With the new user experience for Basware Travel & Expense Management, travel plans can be examined and approved from smartphones and tablets. Faster approvals and bookings mean that businesses can take advantage of early booking discounts.  

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Built-in travel rules

Travel rules can be incredibly complex – but Basware’s solution makes calculating per diems and mileage simple and hassle-free. 

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Travel rules can be incredibly complex – but Basware’s solution makes calculating per diems and mileage simple and hassle-free. 

Understanding the complexity of per diem and mileage calculation is often difficult for financial controllers, not to mention the average employee. This can lead to errors and create legal issues for your company, which is why many organizations choose Basware Travel & Expense Management to remove this complexity and automate the calculation of expenses based on local laws and company policy.

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Integration to payment and billing systems

Connecting the expense claims process to bookkeeping, payment and billing systems makes billing and reimbursement easy.

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Connecting the expense claims process to bookkeeping, payment and billing systems makes billing and reimbursement easy.

The typical expense claim includes items that are reimbursable, items that are not and items that are billable and/or project-related. Basware Travel & Expense Management integrates with your existing systems to provide continuity and automate your systems with ease. This means employees can create one claim and easily designate how each expense item should be handled. 

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Packages

Packages Title: 
Travel and Expense Management

Description: 

Managing a global business can be complicated, managing your travel & expense costs shouldn’t be.

INVOICEREADY™

Ideal for growing businesses

Rapidly adopt a paperless AP process for smaller and growing businesses in per-transaction pricing model.

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  • Receive E-invoices through the world’s largest open commerce network
  • Go 100% paperless on day 1 in AP with fully outsourced Scan & Capture service
  • Gain visibility and control over invoices with automatic coding
  • Automate recurring invoices with automatic matching against contracts
  • Deploy one workflow across all P2P processes
  • Increase control to purchasing with requisition process and archiving
  • Process travel plans, travel expenses and expense claims electronically
  • Connect to your ERP system through standard interface
  • Review and approve all business documents on your mobile or tablet devices

Travel & Expense Mgmt.

Control Employee Expenses

Implement more effective expense management processes that are faster & cheaper, while improving employee satisfaction.

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  • Travel Planning & Claims
  • Expense Claims Processing
  • Expense Spend Reporting
  • Employee self-service
  • Matching & Approvals
  • Mobile receipt capture

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Travel and Expense articles from the Basware knowledge center