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Expense Management Software
Employee expense management made easy
Handling expenses is the biggest menace for any finance team. Not with Keka. From collecting receipts from employees to maintaining compliance and reimbursing employees on time, Keka makes the whole process seamless.
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Scan Receipts
Go paperless with mobile receipt scanning
Capturing a receipt is as simple as taking a camera shot and Keka expense management software takes care of the rest. The AI engine extracts the information from the receipts saving time for your employees.
Spending limits
Set rate limits and avoid overages before submission
Keka expense management system helps your organization stay frugal with preconfigured rules. Set rate limits upfront for various bands of employees, so your teams can avoid awkward conversations on the money spent.
Policy configuration
Custom policies for different geographies and employees
Not all employees have the same spend needs. Keka expense management lets you configure various policies applicable for various geographies, departments, or bands of employees such as executives, the management, or team leads.
Mileage tracking
Automatic mileage tracking linked to attendance punches
Keka travel and expense management software can automatically track mileage based on the attendance punches made by your field staff so they do not have to explicitly log their miles.
Prior to Keka, we were using expensive cards for our sales and senior executives. With Keka, we were able to allocate spends across all teams.
Vibha Singh
Director- Human Resources
Travel desk
Provide a travel desk concierge service to your employees
Keka lets your employees book a travel request, have it go through an approval process. Once approved, your travel desk team can make all the travel and stay arrangements and share the tickets with your employees. All remotely!
Payroll integration
Reimburse expenses along with Payroll
Keka's employee expense management software is tightly integrated with the payroll engine. All your employee expense reimbursements can be made along with salary disbursement. In an unlikely event, should you need, you can even hold to pay the expenses in the next payroll cycle.
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Payroll integration
Release cash advances and adjust balances in payroll
Your employees cannot always afford to spend from their pocket for larger expenses. Keka expense management software allows you to release cash advances, so your employees can start tracking receipts against the advances. Any unclaimed amount can automatically be deducted from payroll.
Configurable workflows
Set automatic approvals or custom approval workflows
Keka expense software can be configured to have expenses auto-approved for the pre-allocated spend limits. For every other expense, you can customize the approval workflows based on the amount spent or based on geography, department, or band of employees.
Inbox
Inbox: One place to track all expenses
All your employees and managers can keep track of pending expense requests in one place - The Inbox. The innovative feature from Keka helps you track all your actions, so you don't miss them.
Frequently asked questions
What is meant by expense management?
Expense management refers to the recording, tracking, and processing of employee spending in order to facilitate reimbursements. Such expenses include meals, transportation, shipping, lodging, and other business-related costs. While some companies do it manually, other growing organizations prefer using an expense management system to automate such tasks.
What is the benefit of expense management?
The main goal of expense management is to reduce costs through accurate tracking and proper cost management, thereby achieving operational efficiency. It aids in the processing of employee expenditure so that organizations can monitor employee spending and control it to improve efficiency. Ultimately, companies can manage their procurement costs, investments, and operational costs as well.
What is an expense management software?
Expense management software or system is a tool that automates the entire process from recording to reimbursement. It generates expense reports on the expenditure of the employees, which are used to compensate the employees. This system also monitors expenses for departments based on the type and amount spent.
Why do we need an expense management system?
An expense management system automates the tedious process of gathering all the paper receipts and scanning images. Instead, it records everything in a single database and removes any need for paperwork or human effort. Without an expense management system, employees will have to spend hours forwarding paper receipts, images, and spreadsheets to the finance department. It initiates reimbursements and creates instant reports which normally take several days to weeks.
What to look for in an expense management software?
An ideal expense management software should ease the process of scanning receipts by extracting all the relevant information from them. It should allow users to track all expenses in a single place, set automatic or custom workflows, and send reminders in case of any violations. Additionally, it should allow users to set rate limits and various expense policies while also integrating with the payroll and attendance system.
