An employee returns from a trip, tapes up invoices, fills out an expense form, gets the manager's signature, runs to Finance and waits for the transfer — the whole cycle takes 7–10 days. Move this process online: snap and upload invoices, auto-tally the expense form, approve on mobile, and let Finance pay out in one click — settled in 3 days becomes the standard.
All four stages — submission, approval, finance, payout — fully digitized
Snap and upload on mobile, with automatic OCR recognition of amount / invoice code / issue date — no manual entry
One expense form holds multiple line items (meals / transport / lodging), categorized and tallied with accounting categories auto-matched
Routed by amount tiers: under 1,000 yuan the manager approves, under 5,000 the department director, above 5,000 the CFO gives final sign-off
Expenses link to department / project budgets, with overages auto-alerting and triggering an extra approval node
Finance receives approved expense forms, verifies invoice authenticity / header tax ID, and pays out once confirmed; integrates with online banking for batch payments
The expense form + invoices + approval records auto-generate an accounting voucher, archived as evidence for tax audits
OCR-recognized items
What troubled Finance most in the past was numbers on expense forms not matching the invoices: a digit mistyped, one invoice missing, or a duplicate filing. OCR automatically reads the amount / header / issue date into the form, so employees only need to tick the expense type — the room for error shrinks to near zero.
Expense by department ($K)
At month-end, Finance had to tally all the month's expense forms by department / category — which used to take 3 days of manual work. The system tallies automatically across multiple dimensions and exports the reconciliation sheet in one click, cutting the monthly close to 1 day.
Submit the expense form the day the trip ends, snap and upload invoices for OCR recognition, and the manager + Finance relay gets it paid in 3 days
Team-building meals / client entertainment / taxi receipts accumulate over a week and are submitted in one batch, avoiding frequent interruptions to the manager
For dedicated project budgets, link the project number at reimbursement and Finance tallies costs by project
Reimburse fees for employees attending external training, with the instructor's certificate / training proof attached and filed to the training record
Expense requests are a specialized approval scenario, overlapping with general approvals / document archiving / contacts
Reimbursements run on the general approval engine, auto-routed to different approvers by amount
Archive invoices + vouchers to the document library, retrievable anytime for tax audits
Requester / approver info is pulled from contacts and syncs with role changes
Monthly reports automatically pull this month's reimbursement totals into the key metrics section
Sign up to try expense requests for free — getting paid in 3 days becomes the norm