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
Expense Management
Reimburse employees fast
Our expense management software feeds seamlessly into your general ledger and accounting software. We can help shave hours off your company’s reimbursement process and cut down on data entry.
Enforce spending policies
Eliminate excessive spending by monitoring and communicating expense activities in real-time. Expense limits and policies are built right into the system, so business travelers will know immediately when their expense report doesn’t comply.
Submit expense reports from anywhere
Employees can submit their expense reports and get reimbursed from anywhere, with any device. Customize the solution to automatically populate data from sources such as:
- Airline, car, and hotel itineraries
- Personal and corporate credit card transactions
- Checking accounts
- Scanned receipts
Simplify expense reviews and approvals
Managers can review expense reports without any paperwork and approve requests with a single click. Most expenses can even be preapproved based on the rules you define in the system, and violations of your expense policy are clearly highlighted for easy adjustment or removal.
Find ways to save on reimbursement costs
Gain visibility into your company’s spending with detailed analytics, so you can uncover opportunities to reduce expenses and negotiate better rates from suppliers.
How it Works
Our Expense Report & Management Software 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
Expense Report & Management Software
Seamless and Accurate Expense Reporting
Paychex expense management software integrates with systems you already use.
Personal and corporate credit cards
Our software works with all supported credit cards, along with most banks.
Travel platform service providers
Automatically pull data from itineraries into Paychex Flex when employees book travel or lodging.
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:
- After a purchase is made, an employee uploads the receipt from any device.
- The system sends the employee’s manager a notification to approve the expense.
- Once approved, the manager can choose to pay employees by check or direct deposit.
- 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.