Digital Expense Management

 

Digital Expense Management

Optimize expense processing, anywhere-anytime.

Managing employees’ expenses digitally in China is a powerful way to optimize and speed up business administration, simplify remote submissions and approvals, and minimize expense and approval errors. It is a fundamental element for improving your internal control management.

Dezan Shira & Associates helps clients to manage their employee reimbursement and vendor payment procedures, using software that facilitates the digitization, application, and approval of expenses via a mobile and desktop APP. Our solutions make staff reimbursement applications highly efficient, streamlining the monthly accounting processes, and provide greater transparency as well as real-time detailed expenses reporting.

We offer our digital expense management solutions as a value-added component to our accounting services customers, or to other customers as a stand-alone service solution that can be integrated within their current accounting processes and technology environments.

Advantages of Digital Expense Management

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Smooth Claims Process

Execute a more streamlined claims process, from mobile APP to easy approval and processing.

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Auto-Verification of Receipts

Automatic, near real-time verification of fapiao invoices for authenticity and non-duplication.

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Compliance and Control

Realize claims that are allocated to your COA categories before and throughout the claim procedure - with proper approval controls to match your policies.

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Online Reports

Historical expense reports with cross-period reporting, drill down detail, as well as graphical analysis and trend insights.

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Accurate Data

Data scans are 99.5% accurate, with a far lower risk of manual entry error. Data is fully exportable and can optionally be integrated with ERP AP and T&E modules.

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Scalability

Workload decreases and efficiency is further optimized as the volume of users and transactions grows, with the same or increased levels of internal control measures.

Digital Expense Management Solutions

How companies use expense management Apps to optimize expense workflows

The integrated data services verifies the validity of ‘fapiaos’ (invoices) and adds expense details provided by some of the most frequently used platforms in China for travel, office equipment, and online banking.

Normal/Classic Expense Management: Digital Expense Management
Claims Process

Slow and time-consuming manual processing:

  • Input of receipts and expense data - slow and prone to error.
  • Creating expense reports; and,
  • Submitting and discussing details.

Quickly executed steps within a streamlined process:

  • Scan expenses via mobile APP (99% fapiao recognition), to save time and increase expense input accuracy.
  • Mobile App collects expenses for report submittals to be routed automatically for easy approval and processing.
Receipt Validation
  • Verifying genuine receipts is time consuming.
  • Amending non-compliant receipts and re-submitting reports requires further effort.
  • Scanned expenses via mobile APP are automatically validated with the tax bureau system at time of submission.
  • Can automatically identify previously submitted fapiaos.
Internal Control
  • Depends on manual verifications with many steps: receipt validity; expense allocation to category; matching the receipt to the claim.
  • Often hindered by knowledge gaps between departments about expenses, or because of limited Chinese language ability of employees approving or reviewing the applications.
  • Expenses allocated to match your COA categories (flexible to configure).
  • Bilingual CHN-ENG APP allows expense creation, submission, and approval steps to be performed in either language depending on the user profile.
Reports
  • Historical cost analyses are challenging to compile manually
  • Analysis of spend trends and details is difficult
  • Graphical representations, if available, must be built manually.
  • Historical expense reports available within the APP.
  • Cross-period reporting and drill down detail.
  • Graphical analysis to provide quicker trend insights.
Data Capture
  • Expense transactions entered manually into ERP system.
  • Limited amount of data enters system due to time constraints.
  • Risk of human error is higher.
  • Fapiaos scanned by mobile camera.
  • Data synced with AP and T&E modules in ERP
  • Subsequent GL transactions populated from these modules.
  • Far lower risk of manual entry error.
Scalability

As you grow to larger operational scales,

  • Processing workload increases in step with scale.
  • Management of Internal controls compounds in importance and difficulty without the right digital systems.

As you grow to larger operational scales,

  • Workloads decrease and compounding is efficiency optimization.
  • Internal control management is improved, while processes can be adapted to include more stringent measures.

How to get started

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Our clients are headquartered in more than 100 countries worldwide - including Europe, the Americas, and Asia, ranging in size from start-ups, to mid-cap and large enterprises. Here is what our clients have to share about us:

Ping has offices in China, Taiwan, Hong Kong, Vietnam and Thailand. We’ve been a client of Dezan Shira’s for 25 years, from setting up companies, to back-office services. Although many “big 8” firms think they specialize in Asia, Dezan Shira is the only firm that I know of with the breadth, depth, and expertise across the region. My compliments to the team for our 25 years of positive experience; I rely on, recommend, ...and trust you even more.
Bloomsbury Institute, a UK higher education provider, engaged Dezan Shira to incorporate their company in India and assist with employment and payroll. They efficiently handled the complex process, enabling them to set up the company, including a bank account, and employ 7 staff members in Hyderabad. Their multi-disciplinary team is a pleasure to work with and provided comprehensive services in-house. Client service and ...support have been excellent and they continue to ensure our compliance with company law and assist with payroll services.
It has been pleasure working with the team. The Dezan Shira and Associates India team is very professional, always there to support clients, and are very ...accommodating.
Dezan Shira assists Organica Water with our corporate secretarial services, financial and tax advice in Asia. Their availability and high-level professional services have led to a valuable long-term relationship, resulting in global ...cooperation.
From the complex Shanghai entity setup to tax advisory across several Asian jurisdictions, Dezan Shira & Associates provided us with value-added services that have allowed us to quickly grow and steady our business in the ...region.
ACA intended to establish a liaison office in India to study the Indian market for future business prospect. Dezan Shira helped us chose an ideal office for our needs and provided complete support for set up and regulatory compliances associated with the process. The knowledgeable team ensured smooth communication - always providing clear and prompt responses to our questions. Client service and support has been ...excellent.

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