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Getting employees to reconcile their corporate cards and submit out of pocket expense claims in a timely way, is a challenge every CFO faces month in, month out.

To streamline the process most organisations use some kind of expense management solution, but not all online expense management tools are equal… How easy any given tool is to use and the features set it supports, are key factors in defining whether anyone uses it and whether it creates any value for the business.

Serko Expense is an enterprise grade, expense management solution optimised for supporting corporate card programs. The application lives in the cloud, is relevant to organisations with as few as 50 employees right up to large organisations with more than 10,000 employees and is proven to help companies make significant cost savings through better expense management, which in the end is what this is all about. 

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Expense Management made easy

The easier it is for employees to capture receipts and manage their expenses the more willing they become to do it every day, rather than making it a month-end mission.

At the same time, the easier it is for finance teams to identify anomalies and process claims the better it is for everyone. The right tool can have a huge impact on what’s typically a pretty ugly process.

Reconciling a corporate card transaction through Serko Expense couldn’t be simpler. Users capture a picture of their receipt using Serko Mobile and submit it to Serko Expense with a single click. Every night, the employee’s card transactions from the previous day are pulled in from the bank and matched automatically with the correct receipt. At a convenient point users log in to Serko Expense, code and optionally group their transactions, then submit them for approval. Credit card reconciliation stops being a month end project and becomes an every day task that takes a couple of minutes.

Reclaiming cash expenses is equally easy. Users take a picture of their receipt and submit it to Serko Expense. In the background Serko Expense extracts the relevant information from the receipt and creates the expense item. Users then simply log into the web app, code the items and submit them for approval. Receipts can be scanned and uploaded as .pdf files or brought in from Serko Mobile. In the near future users will also be able to email their receipts into Serko Expense.

Key Features of Serko Expense

  • Support for Corporate card, Out of Pocket, Allowances,
    Mileage and cash advances
  • Multi-tier approvals
  • Mobile receipt capture and approvals
  • In-cloud receipt data extraction (OCR)
  • Automatic GST and FBT calculation
  • Pre-trip approval of travel bookings from Serko Online
  • Proxy / delegation of approval authority
  • Comprehensive policy management and alerts
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Corporate Card Program Management

In finance circles, it is widely accepted that the most effective way to manage company expenses is to give employees corporate credit cards and insist that they use them.

The theory is that by consolidating all expenses into a single channel that can be switched on or off organisations can control spending and enforce expense policies more effectively. The challenge is how to get visibility into the card spend so that they can control it effectively, and then how to get employees to provide all of their card receipts in a timely manner.

A proven solution to the card management problem is to invest in a online expense management tool, like Serko Expense, that has been optimised for corporate card reconcilliation. Unlike other online expense management tools, Serko Expense not only pulls in card transactions data from all of the major banks every day, but also pulls in data from other sources, such as Serko Online, which further improves the process of managing card spend.

Serko Expense works with all of the major card associations - Visa, Mastercard, Amex, Diners, AirPlus etc. Uniquely, it also pulls in data directly from Cabcharge.

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Serko Mobile

Serko Mobile is the first integrated expense management and travel app designed specifically for business users. It’s free to download from iTunes and Google Play and delivers the precise functionality that users need when they are out and about.

With Serko Mobile users can:

  • Capture images of receipts, along with any associated information, and send them up to Serko Expense for processing
  • Review and edit unprocessed expense items
  • Review, approve and reject expense claims
  • Review, approve and reject travel requests made inside Serko Online

As you’d expect, users receive alerts directly to their phone when something needs reviewing or approving.

Serko Mobile is also integrated with Serko Online, our travel management software. So if you’re using Serko Online for your travel bookings AND Serko Expense for your expense management; both can be managed on the one app.

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Business Benefits

For most customers, Serko Expense typically delivers measurable savings in 4-6 months after implementation. From a purely financial perspective, Serko Expense delivers:

  • Overall reduction in Opex through better visibility into spending patterns and behaviors leading to better expense policy management & compliance
  • Up to 75% reduction in processing time for expense claims passing through the finance function
  • Meaningful reduction in expense abuse / fraud

Enterprise Integration

By allowing data to flow freely between systems organisations can reduce manual workflows and improve data integrity.

Serko Expense is no different in this regard and can be set up to share data automatically with other core enterprise systems that contain relevant information such as HR, Finance, ERP, Procurement and Travel Booking Systems.

Expense Management is closely related to finance so to make finance integration easy, standard export file formats have been developed for all major ERP systems. Serko Expense also interfaces with most major HR and ERP solutions to ensure that user data and project code data can be kept up to date automatically.

Integration with Serko Online

Travel typically accounts for between 8 and 12% of non-salary related Opex, making it one of the largest line items in the budget.

One of the keys to controlling travel costs is effective pre-trip approval, which allows managers to approve travel requests before they are booked and track trip expenses from end to end. Serko Expense receives proposed itineraries from Serko Online and submits them to the approving manager through the expense approvals process. Once approved Serko Online confirms the booking and sends the transaction data back to Serko Expense where it’s stored for later. If the cost of the trip is less than the pre-approved value then the trip does not need to be approved and can go straight to finance.

Reports and Dashboards

Being able to drill deep into the spending habits of departments, teams, right down to individuals is one of the key benefits that Online Expense Management Tools provide. It’s only with highly accurate near real-time information that organisations can identify problem areas, budget effectively and improve their expense policies. Serko Expense provides managers, approvers and finance teams with a full suite of analysis tools that help them to run their budgets more effectively.

 

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Pricing

One size rarely fits all, so we have alternative pricing options for Serko Expense: Enterprise & Premium.

The Premium option is targeted at organisations with 1-500 users that have a corporate card program. There’s a small set up fee but no monthly minimum commitment and no contract, making it perfect for organisations that want all the functionality but don’t want to get locked in to a contract. Organisations simply pay a per-active-user monthly fee for every employee that uses the system in any calendar month, regardless of how many times they log in or what they do when they’re in there.

 

The Enterprise option is targeted at larger organisations, it includes all of the bells and whistles, has no upfront set up fee and a 36 month contract period. It has a lower active-user-month fee than the Premium option.

Want to know more about our pricing options?

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Getting Started

Unlike a lot of other enterprise grade systems, Serko Expense is quick to implement. New customers can expect to be up and running in 2-3 weeks (depending on complexity of implementation). To find out more get in touch and we’ll set up a demo for you and your team to learn more and ask questions.

Serko Expense works with customers from all industry sectors. Customers include:

  • Allianz
  • Talent2
  • Manpower
  • Australian Transport Safety Bureau
  • Crowe Horwath
  • Fuji Xerox

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