EXPENSE
MANAGEMENT
PLATFORM
CHECKLIST
This checklist for comparing and selecting the best expense management system for your business will help
you identify the needs of your business and the expense management system to match your unique spend
tracking requirements.
B A SI C C R IT ER IA C HEC K LIS T
Platform
Pre-paid, Debit, and Credit Cards. Does it work with pre-paid, debit, and credit cards?
Supported Mobile Portal. The newest platforms provide availability via a mobile application
or web page accessible by smartphones and tablets. (i.e. iPhone or Android.)
Mobile Payments. Does the platform provide employees with the flexibility of physical cards
AND the added convenience of virtual and mobile cards?
Offline Capability. The capability of the system does not need to depend on access to an
Internet connection. Can you code expenses while on a flight or riding the subway and upload the
report later?
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Expense Report
Receipt Scanning. How do employees upload receipts, and does the platform have the
technology to pre-populate the expense report from the receipt scan?
Automatic Alerts. Does the system have the capability to generate automatic alerts to assist
in policy compliance? Types of alerts could include: corporate policy violation, missing receipt,
duplicate expense, un-submitted and overdue expenses, and automatic email notifications.
Travel Management Travel Booking & Itinerary Viewing. Can employees book travel
from within the software or auto-populate expense reports from their travel itinerary? This can
include the added facility of trip authorization and itinerary updates.
Captures Mileage, Time and Additional Billable Expenses. Does the solution include
fields for travel management and auto-populate, or require manual entry?
Flexible Expense Coding. Does it allow the user to code an expense to multiple cost centers
(i.e., expense category, project, client, location, etc.)? Do they limit the number of cost centers per
spend? Are there enough for your organization’s chart of accounts? Does the technology allow you
to split an expense and code it to two categories or projects?
Expense Auto-categorization Feature. Does the system have the capability to begin
recognizing how an expense may be categorized based on the vendor?
Assistants/Admin Login. Does this platform contain a feature allowing access to an
individual’s profile from another profile?
Flexible Approval Process. Would you have access to a customizable approval process
allowing the ability to approve/return individual expenses from the report, set parameters on
number of approvers, etc.?
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Map Feature. Would you be able to synchronize with mapping technology (such as Google Maps)
to auto-populate mileage and reimbursement rate for the expense report?
Currency Conversion. Does the platform limit the amount of allowable currency conversions?
Administration
Reporting and Analysis Capability. Customizability of report and analysis formats is key.
Does the solution allow for the inclusion of key performance indicators (KPIs) and other significant
data points prioritized by your organization?
Audit Trail. Where, how, and for how long does the system store receipts? Are you limited to a
short window of availability?
Policies and Procedures. Could you customize the platform to the extent that you may create,
update, and manage policies?
Integrations
Accounting System Integration. If you have an ERP system, how does the system work with
your current ERP? Can the systems interact directly or do they require a file upload or workaround?
Reimbursement Structure. Does the system support multiple payment types, including
payroll, direct deposit, PayPal, and other formats?
Credit Card Integration. Does the system link between the employee profile and corporate or
personal cards for timely statement updates? Also, does the system works with your specific bank?
Other Supported Integrations. What other workflow systems are you considering (Accounts
payable workflow software, payroll, time and attendance, etc.)? Some expense management
software includes other modules or can integrate with separate systems.
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Implementation
Billing Model. Does the company charge per user, per month, or per report? Is there an
implementation fee? Are there incremental charges (i.e., if you have more users per month than
expected)?
Implementation Time. How long will it take for the system to be fully operational within your
space?
Customer Support. What level of user support and training does the spend management
implementation team provide with the contract?
Miscellaneous
Additional Features or Add-ons. (Fill in any other important features unique to your
organization.)
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ABOUT DIVVY
Divvy is the first free, fully-automated spend, budget, and expense management platform. Divvy not only
automates expense report management, receipt tracking, and business travel, it provides real-time budget
visibility so you can proactively make spending decisions to better maximize company budgets.
Designed for businesses to control and obtain visibility over spend as it happens. Never overspend again.
Crush at accounting. Dominate per diems. Eliminate manual expensing. Rule over reporting. All that noise
generates automatically with Divvy.
To learn how you can save time, money, and frustration managing spend and expenses,
contact Divvy at 877.77.DIVVY, visit www.divvypay.com, or email us at [email protected].
©2016 Divvy, all rights reserved. Divvy is a registered trademark of DivvyPay.
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