Employee Expense Tracking Tips & Tricks


Employee expenses often fall into an area of finance that can escape us. Tracking them can be tedious and denying employee expense claims can lead to anger and frustration.

By following some simple guidelines, you can make employee expense tracking less painful for you, while also helping employees better understand how your reimbursement processes work. Having firm policies in place (absolutely no reimbursements for late submissions, for example), monitoring expense reports and using technology to manage expenses all help to make your life easier. Here are our six favourite tips for tracking employee expenses.

Tracking Employee Expenses: Tips and Tricks

By Procurify

These six tips will help you save time and energy in tracking employee expenses (and they're more efficient than a cardboard box).

  • Research Online Expense Management Apps

    By Procurify

    Choose an expense management app or system that fits your budget and meets your needs. Most importantly, make sure your employees use it. Give them time to learn the new system so it will all go smoothly. 

  • Analyze Your System

    By Procurify

    Just because your expense management structure has worked in the past doesn't mean it still does. Regularly check your system to make sure it's still relevant and efficient for your company and easy for your employees to use.

  • Keep Track of Petty Cash

    By Procurify

    Make sure you know where the petty cash is going and have firm policies on how it is to be used. Without these policies, tracking down random receipts when you're trying to balance your cash can be a hassle (or even impossible).

  • Monitor Employee Expense Reports

    By Procurify

    Follow up on expense reports to determine where money is going and if it could be allocated differently. For example, are numerous employees submitting receipts for commuting from the same city? Could they carpool? Looks for opportunities to streamline and consolidate common expenses.

  • Have Firm Policies in Place

    By Procurify

    Ensure your company has firm guidelines in place for reimbursement and make sure they are followed. If receipts are to be submitted within two weeks of the charge being incurred, then receipts submitted after that must be denied. This helps you keep track of your cash flow and better manage employee expenses. 

  • Consider a Pre-Paid Card

    By Procurify

    Pre-paid debit cards with daily limits are becoming more popular for business. They can be kept in the office and activated when needed. If an employee is on a business trip, rather than setting out expense guidelines for meals, a pre-paid card with a daily limit could be used to buy food. This saves you from tedious paperwor, and your employee the hassle of submitting for reimbursement.


About Author

With a passion for everything Digital Marketing, Nick Boariu is responsible for SEM, Web Analytics, Conversion Optimization, Content Creation, and wicked design! Nick brings an array of experience with backgrounds in Film, Design, Sales, Marketing, and Entrepreneurship.

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