Expenses Management System

Overview

Global Fire and Security (GFS) needed an efficient and streamlined way for engineers to request reimbursements for job-related expenses and to track mileage costs incurred during travel between sites. The existing process was slow and involved a high volume of emails, making it difficult to track and manage expense claims effectively. GFS also needed a system that would help administrators review, approve, and monitor expenses in real-time, ensuring transparency and preventing overspending.

Project Objectives

Create a streamlined process for engineers to submit expense claims for job-related costs, including travel expenses

Track mileage costs incurred by engineers while traveling between different sites

Provide administrator access to approve or reject expenses in real-time, ensuring control over spending

Reduce the reliance on emails for submitting and tracking expenses

Improve transparency and enable GFS to monitor expenses more effectively

Our Solution

Varciti designed and developed a custom Expense Management App tailored to the needs of GFS. The app was built to be user-friendly for engineers on-site and traveling, while also offering powerful tools for administrators to manage and track expenses.

1. Expense Claim Submission

Engineers could easily submit expense claims directly through the app, including job-related expenses like materials, tools, and travel costs

The app also included an option for engineers to log mileage costs, capturing travel between sites and automatically calculating the fuel costs based on predefined rates

Claims could be accompanied by receipts or photos for documentation, improving accuracy and reducing the potential for errors

2. Expense Review and Approval

Administrators had access to an intuitive dashboard where they could review and approve or reject expense claims submitted by engineers

The dashboard provided a detailed view of each engineer’s claims, allowing admins to see a breakdown of all expenses, including mileage and travel-related costs

Alerts and notifications helped administrators stay up-to-date with pending claims, ensuring no claims went unaddressed

3. Tracking and Reporting

The app enabled GFS to track the total amount spent on each engineer’s expenses, offering real-time insights into potential overspending

Mileage costs were automatically logged and summarized, allowing for easy reimbursement of travel-related expenses without requiring manual calculations

Detailed expense reports were generated, giving administrators a clear view of where costs were being incurred across the business, helping to identify trends or areas of concern

Results

Streamlined process, eliminating the need for a high volume of emails and significantly reducing administrative overhead

Expense tracking was made more transparent, with real-time reporting enabling administrators to monitor individual engineers’ spending and ensure compliance with company policies

Mileage tracking component improved the speed and accuracy of fuel reimbursements, making it easier for engineers to get paid for travel costs between sites

Reduced administrative burden, with claims, approvals, and reports now handled within a single, easy-to-use platform

Better control over expenses, as GFS was able to track total expenditures and identify any potential overspending across teams

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