A slow reimburse claim process is often frustrating. Especially if you have to print notes, fill out manual forms, and go back and forth asking for your boss's signature. Things like this are certainly time-consuming and make employees lazy to claim.

 

In the midst of digitizing work processes, an online reimbursement system is a more efficient and less constraining solution. Not only does it speed up the process, this system also makes submission to disbursement of funds more transparent. Let's see how this system works and what you need to know.

 

How the Online Reimburse System Works

 

The online reimburse system starts with the submission of claims by employees through applications or digital platforms. They only need to fill in expense details and upload proof of transactions, without the need to print or submit physical documents. All data goes directly to the system in real-time.

 

Once submitted, the system will send a notification to the supervisor or finance team according to the specified approval flow. The approval process can be done directly through the application, making it faster and more efficient. No more waiting for documents to change hands or get stuck on the supervisor's desk.

 

Once approved, the claim is automatically recorded and ready to be processed for payment. Some systems are even linked to accounting or payroll software to facilitate the transfer of funds. The entire process can be monitored, tracked and audited at any time with data stored neatly in the cloud.

 

Why Does Your Company Need an Online Reimburse System?

 

With an online reimburse system, submissions can be made anywhere. You no longer need piles of paper or physical documents that are easily lost. Management becomes more organized, and financial reports are easier to audit. Let's understand what the benefits are that make this system a must-use.

 

1. Speed up the Approval Process

 

In the past, the approval process could take a long time because it had to be reviewed by many individuals. Physical documents were moved from one desk to another. Now with a digital system, approval is simply done through an application notification.

 

Superiors can give direct approval, anytime and anywhere. The online reimburse system makes this process much faster and more efficient.

 

2. Minimal Risk of Losing Documents

 

Often times, receipts or proof of transactions are scattered before they can be claimed. This hampers the reimburse submission process. With a digital system, evidence of the transaction can be uploaded right away. Everything is automatically stored in the cloud and is easy to find again. So, there will be no more “lost note” excuses.

 

3. Automatic and Accurate Calculations

 

Errors in claim calculations can be detrimental to both the company and employees. Especially if the number of claims is large or involves many parties. With a digital system, data is inputted only once and the system will calculate automatically. This process is not only fast, but also reduces the risk of human error.

 

4. Increase Employee Satisfaction

 

Employees certainly want the reimbursement process to run smoothly and transparently. Manual systems often make claims feel slow and laborious. With a digital system, everything is simpler. Employees can track claim status in real-time, making them feel more valued and trusting the company's processes.

 

5. Can be Customized with Company Policy

 

Every company has its own SOP regarding reimbursement. Some differentiate based on position, cost type, or maximum claim limit. Digital systems are usually flexible and can be adjusted to internal rules. 

 

You can set parameters such as spending limits, cost categories, and submission deadlines. Everything is integrated in one easy-to-manage platform.

 

Online reimburse system is no longer a trend, but a necessity. With the efficiency and transparency offered, companies can work more nimbly and neatly. It's time to switch to a more modern and reliable digital solution.

 

If you are looking for a versatile system, iPresens is the right choice. This platform not only records attendance, but also supports the integration of important data such as reimbursement claims. All data is stored digitally and can be tracked easily.

 

With features such as GPS-based technology, you can ensure that the attendance of sales employees in the field is recorded. Flexible system, can be customized to the needs of each division. And of course, minimizing fraud because everything is recorded automatically.

 

Use iPresens now to support your employees' productivity!