Mileage claims
Mileage is calculated from the route and your vehicle rate.
Expense management for pharma and field sales teams
Field teams claim mileage from the route, file expenses from the mobile app or by WhatsApp chat, and ask for an advance in Xpense. Every claim is checked against your policy.
Pharma and field sales
What is hard with a team in the field, and what Xpense does
A team that is rarely at a desk
The mobile app is on Android and iOS, and WhatsApp chat works for filing too.
Paper receipts
A photo of the receipt is read automatically, and a possible duplicate is flagged.
Money needed before the work starts
Field staff ask for an advance in Xpense.
How it runs
How a field claim runs in Xpense
From the advance to the approval.
Advance
Requested in Xpense before the work starts.
Expense
Filed in the app or by WhatsApp chat.
Receipt
Photographed and read.
Mileage
Worked out from the route and the vehicle rate.
Policy check
Run by rule when the claim is submitted.
Approval
Level by level, with reminders.
WhatsApp
An expense by WhatsApp chat
An employee types what they spent, or sends a photo of the receipt. Trips can be raised in the same chat.
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A receipt photo, read from the chat.
Checks
Checked when it is submitted
The policy you configured is applied to the claim before it reaches an approver. A receipt that matches one already submitted is flagged on the claim.
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A possible duplicate, flagged.
The Xpense app in the field
The app menu, and unreported expenses with a duplicate flag.
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The app menu. -
Unreported expenses with a duplicate flag, shown with demo data.
The parts of Xpense that matter here
More than one currency
Advances and settlement work in more than one currency.
Petty cash
Petty cash is tracked in Xpense alongside advances.
Duplicate detection
Receipt reading includes duplicate detection.
Policy check at submission
Each claim is checked against your policy at submission, by rule.
Multi-level approvals
Approval workflows are multi-level, configured per module and company.
Approval reminders
Xpense reminds the approver when an approval passes its SLA.
GST details
GST details are captured and validated when the claim is submitted.
Dashboards
Managers and finance each have a dashboard.
Trip requests
When the work needs a trip, the request carries your travel policy.
Approvals
The approval request reaches the manager on WhatsApp
The manager gets the approval request on WhatsApp, with a link. The link opens the request in Xpense, where the manager signs in and decides.
- An approver can delegate while away.
- A late approval gets a reminder.
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An approval request with a link into Xpense.
Advances
Advances tracked through to settlement
The advance is tracked through to settlement, so finance can see what was issued and what is left to settle.
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An advance, settled. Shown with demo data.
Who uses what
What each team gets
Finance controller
Duplicate receipts flagged, and claims checked against policy.
Finance controller pageCFO
Dashboards for finance and for managers, and a log of approvals.
CFO pageHR shared services
Every expense has a timeline of its approvals and actions.
HR shared services pageQuestions
How do employees file an expense?
From the mobile app, from the web, or by chatting on WhatsApp. On WhatsApp they can type what they spent or send a photo of the receipt.
How is mileage claimed?
Mileage is calculated from the route and the rate for your vehicle.
Can an expense be filed without opening the app?
Yes. An employee can file an expense by WhatsApp chat. If they send a photo of the receipt, it is read for them.
Can employees ask for an advance?
Yes. Advances and petty cash are requested and tracked in Xpense.
When is a claim checked against policy?
When it is submitted, before it reaches an approver. Every claim is checked against the policy you have configured.
Is the policy check done by AI?
No. The policy check is rule-based. It applies the rules and limits you set up.