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An employee managing her expense report

Expense Report & Management Software 

Manage expenses seamlessly, from point of purchase to employee reimbursement and tax reporting. Our software – backed by U.S.-based sales, integration, and support teams – can help you control and reduce discretionary employee spending while getting the visibility necessary to understand and manage company policies and spending behavior.

What you get with Paychex expense management software 

Get better visibility into your company policies and spending behaviors while saving your company time and money:

  • Cloud-based, automatic expense reporting system 
  • Expense report submission from anywhere, on any device 
  • Alerts for expenses that violate expense limits and policies 
  • 1-click manager approval 
  • Set rules for preapprovals 
  • Reporting and analytics on your company’s spending 

How it Works

Paychex Flex®, our all-in-one HR solution, is user-friendly, works with all supported credit cards, can be configured to meet the needs of both large and small organizations, and has a 99.9% uptime rating. It’s simple:  

  • Submit

    Submit

    Capture and upload receipts any time, from any device

  • Review

    Review

    Notify managers via email or cell phone for easy approval

  • Reimburse

    Reimburse

    Pay employees by check or direct deposit

  • Analyze

    Analyze

    Monitor company expenses and spending trends

  • Comply

    Comply

    Flow data automatically into payroll or accounting systems– no extra work for your finance team

All-in-one Payroll and HR

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Seamless and Accurate Expense Reporting

Paychex expense management software integrates with systems you already use:

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Personal and corporate credit cards

Our software works with all supported credit cards, along with most banks. 

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Travel platform service providers

Automatically pull data& from itineraries into Paychex Flex when employees book travel or lodging.

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Accounting and payroll systems

Reimburse employees through direct deposit via ACH, payroll processing, or accounts payable.

Expense Management Software FAQ 

  • What is expense report software?

    What is expense report software?

    Expense management is the process a business uses to manage and track business travel and employee spending. When done manually, expense management requires reviewing and repaying employees as individual expenses come in, which can be time-consuming. Instead, expense report software automates the process, and can help enforce spending policies and plan for future expenses.

  • How do expense reports work?

    How do expense reports work?

    With Paychex Flex, expense reporting works in just a few simple steps:

    1. After a purchase is made, an employee uploads the receipt from any device.
    2. The system sends the employee’s manager a notification to approve the expense.
    3. Once approved, the manager can choose to pay employees by check or direct deposit.
    4. Data flows automatically into your accounting or payroll system, which is helpful for recordkeeping purposes when it comes time to complete business taxes
  • What should an expense report include?

    What should an expense report include?

    A complete expense report includes information about the employee submitting the report (i.e. employee ID number, department, cost center), as well as an itemized list of each purchase:  

    • When and where the purchase was made 
    • A brief description of the expense 
    • A copy of a receipt that matches the information provided about the expense 
  • How do I prepare an expense report?

    How do I prepare an expense report?

    An expense report can be created directly within the Paychex Flex platform. Receipts can be uploaded and attached to the expense report from any device, and the complete expense report can be submitted for approval from the Flex platform. You can also choose to auto-populate data from itineraries, personal and corporate credit card transactions, and checking accounts. 

  • How do you review expense reports?

    How do you review expense reports?

    Paychex Flex allows you to review expense reports directly within the platform. An approval can be made with one click, and rules can even be set up for preapprovals for future expenses.