Artificial intelligence and expenses claims
Expenses claims management seems to be one of the most tedious and boring tasks for companies.
However, beyond the fact that this processing remains one of the most time-consuming tasks, companies overlook the possibility for savings when this process is digitised and automated using technological solutions.
Expenses claims entered automatically...
Optical character recognition, more commonly known as OCR. What’s that? It’s a computer process that translates text on an image (photo, PDF, etc.) into a text file. The expenses claim is scanned using a smartphone!
The embedded solution gets to work, via an app that uses OCR, and that’s it. The technology (which varies according to the different players involved) recognises the type (supplies, taxi, restaurant, etc.), date and amount. It can even recognise different currencies and distinguish VAT. The employee saves time and increases their productivity, but that’s not all!
All players benefit from the automation of entries. Thanks to OCR, the finance department no longer has the chore of re-entering information in fields with errors. This saves a considerable amount of time and money! Remember that each expenses claim costs your company €48 and around twenty minutes on average!
Technology that doesn’t just help the issuer of the expenses claim!
…for simplified processing of your expenses claims
As you know, creating expenses claims is no longer reserved only for computers. Using mobile phones to create them, and for subsequent processes (viewing expenses claims, approval, refusal, status of expenses, etc.), allows you to simplify processing.
Whether you are an employee, a manager or even someone in the finance department, whenever and wherever you are, thanks to your smartphone and the embedded expenses claim solution, you can now act immediately! Productivity guaranteed!
Paperless expenses claims with artificial intelligence
With the enactment of the french decree of 22 March 2017 arose the opportunity to digitise paper receipts and therefore to store the originals digitally. This is what we call archiving with probative value. However, this archiving should not be taken lightly. In order to guarantee the ability to go ‘paperless’, you need to make sure you’re supported by a solution such as, for example, CDC Arkhineo. That guarantees the accuracy of the data contained in the receipts and allows you to comply with your legal obligations, in particular for the URSAFF [french social security agency].
How does it work? If you have a tool that lets you scan your expenses receipts, pair it with the option to ‘send’ these scans to an archiving provider, who will store the receipts for the legal storage period (generally 10 years).
‘Digitised’ storage will definitely reduce storage costs for your company!
Secure and centralise your data
Sending your expenses claims to the Cloud does not imply a loss of data or security.
Once you have digitised your expenses claims, they must be secured at all levels. At the level of the storage provider (see CDC Arkhineo) but also at the level of the solution that centralises your data. ISO 27001 certification is essential!
If a tool centralises all your employees’ expenses claims in a single place, you go from analysis to a decision-making tool. In fact, if all data is centralised, integrating your workflow (and, as a bonus, connected to your ERP/HRIS or accounting software) in a few seconds, you will be able to extract reports and business expenses dashboards filtered according to your needs (by employee/department, by geographical location, over a period of time, etc.). To go further, compare one year to another, analyse developments and forecast expenses trends.
In real time! The Cloud’s key asset is the instant availability of data. Access your data in real time any time, anywhere!
Browse our articles dedicated entirely to expenses claims management through artificial intelligence
In our "mobility management" approach, our Notilus solution is not limited to simplifying your expense claims processing. Our credo is to simplify all processes related to the external mobility of its employees: travel request, booking, professional travel...FIND OUT MORE
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