Do you have any questions about setting up Notilus in your company? See our FAQs for answers to your questions on the implementation of the solution.
Contact us if you would like any other information!
Setting up Notilus
The risk of trying out Notilus is that you will immediately embrace it, and since we’re gamblers, we offer our future customers the chance to take that risk. We provide our future customers with a demo database that they can try out for a few days.
Ideally, you should draw up specifications in advance of your project. If, however, you’re not inspired, we can help you with this process. We offer audit and support services to help you determine your needs and write your specifications.
Notilus’s flexibility means it can be adapted equally well to organisations with 25 employees as to multinationals with tens of thousands of employees.
Implementation of Notilus enables a rapid and guaranteed return on investment. It can vary from a few weeks to a few months, which obviously depends on your starting point. Generally, our customers benefit from a return on investment in 3–6 months on average.
We offer training to key users and/or internal trainers as part of the implementation of Notilus and for skills transfer purposes. We also provide our customers with user guides in addition to the online help available by default in the app. However, Notilus is known for being ‘child’s play’ to use. Each page of Notilus was designed in a way that enables the user to instantly know what action he or she is expected to take. The content and sequence of the pages is very simple and intuitive. The user is guided through the process, from beginning to end
Of course, the Notilus mobile app allows users to log in wherever they are and process their expenses claims at any time. Managers can also approve travel and expenses requests on the move.
The vast majority of our customers use business cards, also called corporate cards, whether charged to the company or the employee. Day-to-day expenses incurred through business cards are available automatically in Notilus, and employees can therefore prepare their expenses claim in just 2 clicks, since most of the information is already filled in. We integrate around forty French and foreign bank formats securely as standard from your bank, via an EBICS protocol.
Administration and finance departments
What sets DIMO Software apart is its expertise in supporting its customers in the implementation and deployment of its solutions. Notilus was designed to promote the independence of administrators in their day-to-day and long-term management of the solution. We are also regularly surprised to learn that some of our customers have deployed Notilus in several countries around the world without even consulting us first. In addition, for customers who wish to benefit from our experience and expertise, we offer a tailored support service for the deployment of the solution in their organisations in France or abroad.
You can set the framework of your reimbursement and travel policies in Notilus. An approval circuit (workflow) will guide your employees in preparing their travel order or expenses claim. Their choices will be partially approved based on your criteria, before being sent to a manager for final approval.
With 20 years of experience, we have enhanced the approval circuit for expenses claims with so many features that we can adapt to all the complexities of the largest international groups, and to all your specific needs. At the same time, the solution remains visual, graphic and flexible: one of our strong points!
Whether for travellers, management audit or management approvals, Notilus offers dashboards and standard reports, as well as the option to create reports suited to you. By reconciling receipts and expenses, the analyses help you manage all travel-related expenses: total cost of expenses incurred, or expenses by department, project, customer, organisation or even individual, available in a single click.
Notilus allows you to generate accounting entries for payments, and to automatically export transfer orders for business expenses from Notilus, ensuring your employees receive prompt reimbursement.
We host your data in a private data centre with ISO 27001 certification. The main site is located in the Lyon area and all data is hosted in France.
Historically, our core business has been the accounting integration of expenses claims. Nowadays, Notilus can be linked to over 70 different information systems such as SAP, Oracle, Sage and Microsoft Dynamics among many others. We handle both input interfaces (HR, cost centres, project codes, exchange rates, vehicles, bank card charges, supplier invoices, etc.) and output interfaces (expenses claims, advances, payments, transfers, general expenses, etc.). And we can offer you standard interfaces if you have the necessary resources and skills to handle them or, if you prefer, custom interfaces for a turnkey solution.
We should firstly clarify what is meant by paperless receipts: going paperless means the document is issued directly in electronic format, which is not the case for expenses receipts. When the original document is issued in paper format and backed up electronically, this is referred to as digitisation of the document. Notilus has offered digitisation of receipts to all its customers for over 10 years. In Spain, Notilus has already been accredited by the Hacienda (the Spanish tax authorities) for over a year; our Spanish customers are therefore no longer required to store paper receipts. In France, it’s not that easy. Many businesses believe – wrongly – that the decree of 22 March 2017, allowing the digitisation of invoices, also signals the end of paper receipts for business expenses. In fact, this decree is strictly limited to invoices only. Obviously, the URSSAF accepts digital copies. As for the tax authorities, no legal framework applies specifically to the digitisation of business expenses receipts: companies that choose not to store the original documents are therefore currently taking a significant risk in the event of an audit. Luckily, we have taken the initiative and taken steps to have Notilus certified as a digitised solution that complies with the recommendations of the European Parliament and Council. In addition, in a few months, Notilus will also be complemented by a solution offering archiving with probative value, which will allow our customers to safely pursue their environmentally friendly and economical ‘paperless’ policy!
6 languages are available as standard with Notilus: English, French, Spanish, Italian, German and ‘Flemish Dutch’. There are many options available for other languages.