Automated expense claim processing with Microsoft Dynamics NAV

Automated expense claim processing with Microsoft Dynamics NAV and ImageCapture software ensures greater efficiency in processing your employees’ expenses. Digitizing the processing of expenses prevents errors and gives you up-to-date insight into expenses at all times. With ImageCapture, employees can simply take a photo of their receipts and submit the expense report digitally. This also prevents receipts from getting lost or claims from being submitted too late. Expense claims can be processed and paid quickly and efficiently. 

Employees can also enter data such as payment method, amount and a description when submitting the claim. All master data for filling in these fields is immediately available from Microsoft Dynamics NAV. After the employee submits the claim, ImageCapture presents it to the administrative staff in the form of an automatic booking enty proposal. This proposal can be edited with additional data such as project numbers, cost centre or carrier and descriptions. It can also be immediately assessed whether the claim requires additional approval and how the entry should be created. For example, this could be a purchase entry in which the employee is designated as the creditor, or an entry that needs to matched with a previous debit or credit card payment.

The manager receives a notification email with a link to the claims to be approved in the ImageCapture Workflow. After approval of the claim, the (additional) approval information is linked back to the claim entry in your financial administration and in the ImageCapture digital archive as audit trail information. 

The advantages of expense claim processing with Microsoft Dynamics NAV

  • Save valuable time on expense processing
  • No more errors caused by manual booking
  • Mobile and tablet submission and approval of expense claims
  • Faster processing and payment of expense claims
  • ImageCapture integrates fully with Microsoft Dynamics NAV
  • Digital approval with extensive workflow functionality in ImageCapture
  • Digital archive with optional reporting options in ImageCapture
  • No limit or variable costs on the number of submitted claims

Also available for Microsoft Dynamics NAV

Invoice processing with workflow and archive

The process

Submitting

In ImageCapture, employees can submit a picture of their receipt. Descriptions and other information can be added directly to the expense claim. Master data from Microsoft Dynamics NAV is used to fill these fields.

Coding

Based on the data provided by the sumitter, ImageCapture creates an automatic booking enty proposal for the employees in the administration. The administration then assesses how the claim should be posted. For example, the claim may have been advanced by the employee or may have already been paid using a company debit or credit card. It is also determined whether the expense claim still has to be approved digitally.

Entry

After checking the entry proposal, it is exported to Microsoft Dynamics NAV. The digital receipt is attached to the entry and can be retrieved directly from the entry in Microsoft Dynamics NAV.

Approving

While processing the booking in ImageCapture, the appropriate employee or manager is automatically selected, to approve the expense claim. The employee receives a notification email with a link to the booking to be approved in the ImageCapture Workflow. In doing so, the employee can approve and reject expense claims, ask a question, or delegate the review to a colleague. After approval of the booking, the approval information (the audit trail) is attached to the booking entry in Microsoft Dynamics NAV and in the ImageCapture digital archive. 

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