Digital Expense Management

Digital expense management replaces manual reimbursement workflows with automated systems that capture, review, and approve expense claims in a centralized platform. This reduces paperwork, eliminates processing delays, and improves audit traceability.

Our solution allows employees to submit claims online, enables managers to review and approve remotely, and connects seamlessly to finance and payroll systems to complete the reimbursement process.

The platform can handle a wide range of reimbursable and company-paid expenses, including:

• Travel and accommodation
• Meals and hospitality
• Transportation and mileage claims
• Petty cash purchases
• Supplier or vendor invoices
• Staff training or certification costs

Expense categories can be customized based on company policy and linked to cost centers or GL codes.

Yes. Employees can submit receipts via a mobile app, uploading photos directly into the system. The platform uses OCR technology to automatically extract key details like vendor name, date, amount, and tax breakdown—reducing manual entry and minimizing errors.

Submitted claims are routed through customizable approval workflows, with audit logs maintained for each submission.

Yes. The platform supports integration with ERP and accounting software such as SAP, NetSuite, Microsoft Dynamics, and QuickBooks.

This allows:

• Automated journal entry creation and posting
• Expense categorization and GL mapping
• Synchronization of cost centers, vendors, and project codes
• Consolidated reporting across systems

We work with client-side finance or IT teams to ensure the integration reflects internal processes.

Expense reimbursement rules vary by country, especially regarding receipt documentation, VAT input eligibility, and withholding tax obligations. Non-compliant submissions may create audit risk or tax exposure.

Our system allows country-specific policy configuration—such as required fields, per diem limits, and documentation standards. Local teams monitor regulation changes and update templates accordingly, ensuring compliance with tax authorities across markets like China, India, Singapore, and Vietnam.

The platform includes customizable dashboards that provide real-time visibility into expense claims and departmental spending. Key features include:

• Budget tracking by cost center or project
• Expense approval status and exception alerts
• Policy violation reporting
• Trend analysis by category, employee, or department
• Exportable reports for audit or board-level review

This enables finance teams to monitor compliance, control overspending, and improve forecasting accuracy.

The system is built with enterprise-grade security protocols, including:

• Role-based access controls and data segregation
• Encrypted transmission and storage of receipts and reports
• Audit logging for every action taken within the system
• Multi-factor authentication for system access
• Data hosting in compliance with regional laws such as China’s PIPL or Singapore’s PDPA

Security is continuously monitored and updated to meet client IT governance requirements.

Onboarding typically includes:

• Requirement gathering and workflow mapping
• Configuration of approval flows, categories, and policies
• Integration with finance or payroll systems (if applicable)
• Staff training and admin handover
• User testing and soft launch

Timelines vary by complexity, but most standard implementations are completed within 4–6 weeks.

Yes. The platform supports multi-currency expense entry, allowing users to select the currency at the time of submission. It automatically applies the applicable exchange rate based on configured sources (e.g., OANDA or central bank rates) or allows for manual entry if preferred.

Approved reimbursements are then converted into the company’s base currency for accounting purposes.

Yes. Approved expense claims can be pushed directly into asiaadmin® or other supported payroll systems, allowing reimbursements to be included in the next pay cycle.

This integration reduces manual handling, ensures accuracy, and provides a fully auditable trail from submission to payment. We coordinate with your payroll team to configure the data flow and approval timing.