Expense Account
A powerful, flexible, and mobile solution that appeals to employees and accountants alike
Whether using the KoneK Mobile app or KoneK Employee, the ability to submit expense reimbursement requests at a time that is convenient for the employee is a highly appreciated feature that generates productivity gains for the company:
- Centralization and elimination of delays
- Strengthening and standardizing reimbursement policies
- Proper application of tax recovery rules according to jurisdiction
- Multi-level approval
- Refunds included in payroll
Simplified declaration accessible to all
Employees can submit their reimbursement requests at any time using the tools available on the platforms. Whether on the road or in the office, the mobile app or portal allows them to complete this task at a time that suits them. With this solution, employees can:
- Submit reimbursement request along with supporting documents in the various accepted formats (PDF, JPEG, etc.).
- Enter the information required to classify the expense (department, project, activity, etc.).
- Follow the approval and reimbursement process
- Access complete spending history and eimbursements
- Avoid oversights by recording transactions at the right time
- Record expenses made with a corporate credit card for tax recovery
Easy approval and validation process
By integrating expense reimbursement requests into the multi-level approval processes available in KoneK, managers have a unified platform for approving working hours, leave requests, and expense reimbursements. This allows managers to:
- Review, approve, request corrections, or reject reimbursement requests submitted by employees and collaborators.
- Complete the process in a user-friendly environment without having to handle paper, files, or emails
- Respond promptly to employee expectations regarding the application of expense reimbursement policies
- Track balances in real time for reimbursement of certain expenses, such as those related to a health and wellness account that may be part of employee benefits plans
- Be confident that the employee is entitled to this type of reimbursement by using eligible expenses profiles
Simplified accounting breakdown, integrated project costs, and automated tax processing
The ease of configuring expense types and profiles available to employees reduces data entry by employees and the risk of errors in expense allocation. With this solution:
- The tax recovery process is automated
- Payroll accounting entries include expense accounts for financial accounting
- Project cost accounting includes expenses associated with each project if the company is interested in them
- Management of the maximum reimbursable amount for expenses such as Health and Wellness Accounts for each employee is handled
- Taxable benefits related to the reimbursement of certain professional contributions are automatically included in payroll
Integrating such a solution into the work environment offers many advantages and generates productivity gains and satisfaction for everyone by automating essential administrative tasks.
Payment of reimbursements directly to payroll
Integrating approved reimbursements into payroll payments reduces payment costs.
This payroll reimbursement process can be triggered at each payroll cycle or according to another cycle in accordance with company policies.
Notable features integrated into our expense account solution
Many noteworthy features:
- Secure management of documentation and submission of reimbursement claims
- Automatic tax recovery management with explanatory logs to support your tax recovery claims (useful during audits!)
- Integrated management of service providers with agreements with your company (hotels, restaurants), enabling reconciliation of their invoicing with your activities
- Management of corporate credit card expenses in order to benefit from automatic tax recovery based on expense type and jurisdiction
