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Delegate your expense management tasks to an AI powered expense software.

Save time and money while eliminating the frustration behind expense reporting with an intuitive travel and expense management software.

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AI powered expense software

Why should your business use an expense software?

A business expense software helps you streamline and automate all expense management functions, eliminates manual involvement in expense reporting, reduces TAT for expense reimbursements, and helps boost employee delight.

Save more by turning to expense management automation

An automated travel and expense software can keep employees and Finance teams happy while saving time and money. Calculate how much you’ll be saving!

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Why is Fyle the ideal expense software for you?

Fyle was built to make travel and expense management a fully automated process that runs smoothly in the background. Our features enable a one-click experience for expense tracking, expense reporting, expense reimbursements, and expense receipt management. In other words, Fyle makes all stakeholders involved in the expense management process productive and happy.

Track business expenses anytime, anywhere,
and from any device.

Fyle’s features allow employees to track and report business expenses on-the-go.

Employees can use everyday apps like email, Slack, WhatsApp, and even text messages for seamless
expense reporting and expense tracking.

Enable single-click expense submissions

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Scan and save receipts with Fyle’s mobile expense tracking app.

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Save all business expenses as draft reports and be ready-to-report.

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Submit your expense reports with just a click from Fyle’s mobile app or the web app.

T&E policy compliance

Ensure expense policy compliance at every step

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Employees get real-time notifications in case of out-of-policy expense claims with real-time policy checks.

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Employees now submit expense reports that comply with your company’s T&E expense policy.

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Finance teams spend lesser time reviewing and approving expense reports with the help of digital audit trails.

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Finance teams can stay rest assured not to run into trouble with the IRS for non-compliance.

Track accurate business miles with the mileage tracker app

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Log business mileage accurately with Google Maps integrated mileage tracker app.

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Calculate differential mileage rates for different vehicle types and other set custom categories.

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Access the map view attached to every business mileage log for quick updates before approving claims.

mileage tracking app

Streamline expense claims and automate employee expense reimbursements

Get compliant employee expense reports and reduce turnaround time for employee expense
reimbursements.

expense claim reimbursement

Micro-deposit verification

Verify multiple employee bank accounts correctly with micro-deposits from within Fyle.

Real-time transaction status

View the transaction status of any given payment from your expense management dashboard.

Bulk reimbursement

Initiate multiple reimbursement payments to different employee bank accounts with a single click.

Direct export payment details

With Fyle’s bulk export feature, you can export all employee expense reimbursement details in a bank-friendly format.

expense claim reimbursement
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TST Construction reduces their reimbursement cycle from ~2 months to 20 days with Fyle

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Make travel and expense management seamless

Set rules that define which employee or employee category can raise trip requests. Additionally, integrate
with a travel desk and get a bird’s eye view of all trip expenses on your comprehensive expense
management dashboard.

travel and expense management

Customize your business trip request rules

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Define rules and enable employees to raise trip requests and travel advance requests.

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Add transport, hotel, and cash advance details for instant approvals or bookings from the travel desk.

Access trip-wise employee business expense reports

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Understand the actual cost of a trip by calculating all expenses for that particular trip.

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Get a 360-degree view of all business expenses incurred during a trip with detailed digital audit trails.

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Automatically segregate non-reimbursable and reimbursable expenses from the travel desk.

travel and expense software
travel and expense management

Integrate your internal or self-serve travel desk with Fyle

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View all travel booking data and vendor data from your centralized T&E dashboard.

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Identify spending patterns with actionable data insights and optimize costs for business travel.

Gain complete control over your expense
management while automating compliance

Configure complex business rules

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Automate compliance by creating business rules around anything and everything.

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Add custom employee and expense categories with additional custom information.

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Define what actions the system should automatically take in case of rule violations.

expense management software
 t&e policy compliance

Automate expense policy compliance

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Eliminate manual verification with automatic expense policy checks.

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Access a detailed digital audit trail for every individual expense claim.

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Stay audit-ready with continuous and real-time expense receipt compliance.

Detect and prevent expense report fraud

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Automatically flag any duplicate, suspicious or fraudulent expenses.

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Identify and take action against weekend or holiday expenses.

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Enable employees to correct or explain policy violations even before expense report submissions.

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expense receipt compliance

Stay audit-ready, always

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Access digital audit trails and receipts attached with every expense.

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Search for any expense, receipt, or report from a unified cloud storage.

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Use custom filters to find any expense report you need and ease audits.

Integrate Fyle with any software of your choice

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Integrate with business accounting software, ERP system, or HRMS software of your choice.

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Build custom apps with Fyle’s API integrations to facilitate the movement of data flowing in and out of Fyle.

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Manage multiple corporate credit card providers and credit card programs from your expense management dashboard.

accounting software integration

Expense Software FAQs

Here’s an exhaustive list of everything you need to know about expense management processes, and travel
and expense management software.

Expense reporting

Expense reporting

What is an expense report software?

An expense report software is a cloud-based tool that helps organizations automate and streamline their travel and expense management. This software helps eliminate manual work, saves time and costs while offering greater control over business expenses and expense receipt compliance. It eases collaborations between employees and Finance teams and reduces the turnaround time for processing employee expense reimbursements.

What is the best expense report software?

The best expense report software ideally eliminates manual data entry and offers a one-click expense reporting experience for its users. Here’s a list of must-have features in an expense report software:

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Mobile receipt scanner

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Device agnostic expense tracking

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Corporate credit card integration

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Corporate policy and expense policy automation

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One-click business expense report submissions

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Mileage tracker app with differential per diem rates

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Real-time compliance with flagging of expenses

Expense report

Expense report

How do you automate an expense report?

You can automate expense reports by using an automated travel and expense management software. This modern expense software usually comes with an OCR (Optical Character Recognition) scanner, automatically capturing relevant data from an expense receipt and completing the business expense report with little to no manual intervention.

What is an expense report?

An expense report is an itemized list of all business expenses incurred by an employee. This includes cabs/parking, meals, or hotel expenses, some of which are reimbursable by the company. What expenses employees are reimbursed for depends on the company's expense policy.

The four most common examples of reimbursable expense categories are - travel, meals & entertainment, gifts, and transportation.

What is a travel expense report?

A travel expense report is an organized way for businesses and employees to track and report business expenses . An expense report can either be a hard copy or digital.

A travel expense report helps Finance teams and employees track, report, and store business expense receipts for corporate travel. Although travel expense reporting has traditionally been a paper-dependent process, modern businesses are actively adopting expense management software to automate and streamline their expense management needs end-to-end.

Travel expenses for business trips are reimbursable to employees and qualify for tax deductions. Hence, if the IRS decides to audit your business, you should be able to submit proof of expenses, be it paper or electronic.

An expense software not only helps with expense receipt compliance, regular expense tracking, and accurate expense reports, but also offers insight into the most up-to-date financial data. As a business owner, you can use this data to analyze your company’s spending, identify financial leaks, and plan accordingly to maintain your bottomline.

How to write a business expense report?

An expense report typically includes fields like name, department, project name, and contact information. Here’s a handy checklist of mandatory fields for the expense report:

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Name/code for employee.

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Names/codes for expense categories

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Date when the expense was incurred

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Purpose of expense

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Receipt as proof of expense

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Actual expense amount, i.e., how much the company has to reimburse.

However, it is advisable to customize your expense reports according to your expense policy, or business needs to gain more in-depth insight into expenses.

How do you categorize business expenses?

Expense categories and subcategories on business expense reports commonly found on tax forms for claiming your business’s expenses adhere to Generally Accepted Accounting Principles (GAAP). Businesses can further create custom subcategories to accommodate unique expense reporting needs.

You can see a detailed list of deductible and non-deductible expenses on the IRS’ Publication 535 page.

How do you review expense reports?

Managers/Finance teams must keep the following key points in mind while reviewing and approving travel expense reports:

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Validate expenses under every expense report according to your corporate travel policy

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Check expense receipt data accuracy with the mandatory business expense receipts

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Check for any inconsistencies in data entry/ expense policy compliance

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Approve and process expense reimbursements for employee expense reports that are accurate and have attached expense receipts

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Send back/ reject expense reports in case of non-compliance/need further clarification

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Store paper/digital expense receipts safely and efficiently, in case the IRS decides to audit your business

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Understand employee spending patterns, cost-saving opportunities and ensure budget compliance

An expense management software can help eliminate manual data entry, verification, and processing while also increasing control over employee business expenses, expense report data accuracy, expense policy compliance, and overall financial productivity.

How do expense reports work?

Expense reports are filled out by employees and sent to their managers/Finance team for approval. Once approved, expense reimbursements are initiated. This entire cycle is known as expense reporting.

The expense reporting process refers to the structure, levels, and procedure involved in the verification and approval of business expense reports. Here’s how expense reports works:

Employees’ tasks:

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Choosing the appropriate expense report template

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Entering itemized expenses with costs

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Attaching corresponding expense receipts

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Adding all amounts to get a total

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Submitting the expense report as a hard copy/ email on time

Approvers’ tasks:

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Collecting & cataloging expense receipts

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Manual verifying every single expense receipt

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Scrutinizing report for policy violations

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Approving/disapproving the expense report

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Processing expense reimbursements on time

Consider automating expense reporting for your organization to save billable hours your employees spend on this repetitive, and error-prone task.

How do you encourage employees to submit an expense report?

The main reason employees do not submit expense reports on time is because expense reporting is a complicated and labor-intensive task requiring keen attention to detail.

You can encourage employees to submit an expense report on time by facilitating easy, one-click expense reporting. A device-agnostic expense software drastically reduces the time and effort required to fyle business expense reports on time.

Check out Fyle’s employee-friendly expense reporting features

Expense management

Expense management

What is an expense management system?

An expense management system refers to the workflow businesses incorporate to streamline expense reporting, expense approvals, and expense reimbursement processing for employee business expenses.

An expense management software helps automate and streamline an organization’s expense management system - no matter how complex the expense policies or expense approval workflows.

Besides ensuring policy compliance and audit-readiness, a travel expense management software helps Finance teams have enhanced control over budgets and business expenses. Advanced data analytics enables organizations to track spends in real-time and understand unnecessary spending to leverage cost-saving opportunities.

Check out all our expense management features here

Why is expense management important?

An efficient expense management system helps you track, record, and control your company’s business expenses. Expense report data gives you valuable insights that can be used to streamline expense processes and increase your organization’s overall financial health. It also helps your business stay compliant with the IRS and enhances employee experience.

Investing in an expense software is the best way to ensure your expense management process is accurate, effective, and accountable.

Business expense tracking

Business expense tracking

What is the best way to keep track of business expenses?

The best way to keep track of business expenses is by automating the expense reporting process for your organization. An automated expense management software offers employees easy ways to track business and mileage expenses on-the-go, and from any device.

What is the best business expense app?

The best business expense app provides users a hassle-free, one-click mobile experience for tracking expense receipts - paper or digital. It also encourages employees to submit expense reports on time.

A business expense app also automates policy enforcement, which then flags any expense violations at the point of expense creation. This reduces the chance of expense report fraud, keeps the organization always audit-ready, and boosts employee satisfaction.

Check out what users have to say about Fyle:

G2 Crowd - Fyle reviews Capterra - Fyle review

Travel and expense

Travel and expense

What is travel and expense?

Travel expenses are costs incurred by employees for and during business travel. Travel expenses are tax-deductible, hence require documentation in the form of travel expense reports with supporting expense receipts. To qualify as a business expense, the reported expense must be both ordinary and necessary.

Refer to IRS’ Publication 535, Business Expenses for detailed information.

What is travel and expense management?

Travel and expense management (T&E management) refers to streamlining and managing of business trip related bookings, cash advances, per diems, and employee expense reimbursements.

What is travel and expense process?

When employees travel away from home to conduct business, organizations are tasked with handling travel accommodation bookings with different vendors, mileage tracking, per diems, and other business expenses that the employee can later file for expense reimbursement. Businesses must keep detailed records of expenses with supporting expense receipts to avoid trouble with tax authorities.

How do I keep track of mileage and expenses?

The most efficient way to track mileage and expenses for travel reimbursements is to use a mileage tracking app, a vital feature of any good expense management software. An automated expense management software comes with easy expense reporting features and is integrated with Google Maps for accurate mileage tracking.

Receipt Management

Receipt Management

Are receipts required for expense reports?

Receipts are undoubtedly required for expense reports. If the IRS ever decides to audit your organization, it becomes mandatory to produce expense receipts as proof of expense. Modern businesses turn to an expense management software for efficient and accurate business receipt management.

How do you ensure expense reports are accurate?

To ensure expense reports are accurate, you will need to keep the following things in mind:

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Create an easy to understand travel and expense policy

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Ensure your employees are well versed with your expense policy

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Make it easy for employees to save and report expense receipts attached with expense reports

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Automate expense management to streamline expense reporting, approvals, and employee expense reimbursements.

Transform your expense management and enhance employee experience with Fyle.

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