Xpense

Travel and expense management for manufacturing groups

A manufacturing group has several companies and plants. Xpense holds that structure. Trip requests carry your travel policy and city-class limits, and approved expense reports are posted to SAP.

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Xpense and SAP Approved expense reports posted to SAP with GL mapping, the company structure, and Tally voucher export. Shown with demo data.
Manufacturing

What is hard in a group with many plants, and what Xpense does

Several companies, many plants

One structure covers the group, its companies and its plants.

Each company approves in its own way

Every company sets its own multi-level approval workflow, module by module.

Travel between plants and sites

Flights are searched and booked inside the trip request, within policy.

Claims that have to reach SAP

Approved expense reports are posted to SAP, with GL mapping.

How it runs

How a plant visit runs in Xpense

One trip, from the request to the posting.

  1. Trip request

    The employee raises the trip, and policy is applied to it.

  2. Booking

    The flight is booked inside the request.

  3. Advance

    An advance is requested where one is needed.

  4. Expenses

    Claims come in from the app, the web or WhatsApp.

  5. Approval

    Each claim is checked against policy, then approved level by level.

  6. Posting

    The approved report goes to SAP.

Group structure

One setup, from the group down to the cost centre

Company groups, companies, business units, plants, cost centres and projects are set up in Xpense.

Approval workflows are configured per company.

  • Still from an Xpense product video, with demo data: a company structure from group to company, business unit, plant and cost centre
    Group, company, business unit, plant and cost centre.
Business travel

Trips raised and booked within policy

The employee raises the trip and adds the flight to it. Search, policy check, approval, ticketing and cancellation happen in that one flow.

  • City-class limits apply to the request.
  • Trips abroad can be booked, for one passenger or several.
  • Domestic hotel booking is available.
  • Xpense portal with demo data: the trips list with trip code, destination, dates and purpose
    The trips list in the portal, with demo data.

Employees, trips and reports in the portal

The employees list with cost centres, the trips list and the reports list, shown with demo data.

  • Xpense portal with demo data: the employees list with employee type, group, role, cost centre and profit centre
    The employees list in the portal, with demo data.
  • Xpense portal with demo data: the trips list with destination, purpose and status
    The trips list in the portal, with demo data.
  • Xpense portal with demo data: the reports list with report type, approver, amount to reimburse and status
    The reports list in the portal, with demo data.

The parts of Xpense that matter here

Approval reminders

A reminder goes out when an approval passes its SLA.

City-class limits

Trip requests carry city-class limits as well as the travel policy.

Advances and settlement

Advances, petty cash and settlement are tracked end to end, in more than one currency.

Policy check at submission

Policy is checked by rule when a claim is submitted.

Receipts read automatically

A receipt attached to a claim is read automatically, with duplicate detection.

GST details

GST details are captured and validated at submission and included in report exports.

Dashboards

Xpense has finance, manager and travel dashboards.

Available

Tally voucher export

Tally voucher export is available.

Posting

Posted to SAP, with GL mapping

An expense report is posted after it has been approved, with GL mapping. A report still waiting for approval is not posted.

  • Still from an Xpense product video, with demo data: a table that maps expense categories to GL accounts
    Expense categories mapped to GL accounts.
Records

A log behind every approval

Each approval and each action is written to a log. A trip, an expense and an advance each have their own timeline. Access is role-based.

  • Still from an Xpense product video, with demo data: the activity log of an expense report with each step, the person and the time
    The log of an expense report.
Who uses what

What each team gets

CFO

One structure for the whole group, and a finance dashboard.

CFO page

Questions

Can Xpense handle a group with several companies?

Yes. You can set up company groups, companies, business units, plants, cost centres and projects. Approval workflows are configured per module and per company.

Does Xpense post to SAP?

Yes. Xpense posts approved expense reports to SAP, with GL mapping.

What is posted, and when?

An expense report is posted after it has been approved. Reports that are still waiting for approval are not posted.

How is an advance settled?

An advance is tracked from the request through to settlement, so finance can see what was issued and what is left to settle.

What if an approver is away?

Approval workflows support delegation, so an approver can hand their approvals to someone else while they are away.

What record is kept of approvals?

Approvals and actions are logged, and every trip, expense and advance has a timeline that shows who did what and when.

All questions

See Xpense on your own travel and expense process.

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