Frequently Asked Questions

Our onboarding process is simple, individuals will provide the company policy or guidelines document along with the last 3 expense reimbursement reports with the receipt backup document and any expense reimbursement process related login credentials. Once we receive it, we will establish our process to match with the existing process and expense reimbursement report schedule. We will also set up a unique email as part of onboarding and once the email is created for the individual, you are ready to start sending the receipt. Before the first expense reimbursement report is due, we will do a final review with individuals to make sure that all aspects of the expense reimbursement report are considered. This process is designed for convenience, with minimal effort required from the individual while ensuring accurate and timely reimbursements.

Onboarding an individual to use Expense Concierge typically takes between 5 to 8 working days. The process involves submitting details, answering any questions or providing specific guidance, setting up preferred expense reimbursement report schedule, and submitting a test expense receipt via email. Once set up, they can immediately start submitting expense reports, and reimbursements reports will be prepared based on their preferences. The system is designed to be quick, seamless, and user-friendly.

The onboarding process for a business is efficient and straightforward. We work directly with operations, finance and accounting teams to gather the company’s reimbursement policy, current forms and template for expense reports and receipt backup documents. Along with policy we also set up a separate knowledge base to make sure all points for financial review are captured to make the processing more efficient for the finance team. Once the policy is set up and the structure is defined, we onboard all employees, ensuring they understand what to expect from us and how to submit their receipts. Also working alongside the accounting team, we map and build tabular report structure for easy and quick importing of all expense transactions into the accounting system. Once the service is active and all primary functions are ongoing, we work with a leadership team to set up parameters to optimize online analytics tool to have better visibility and insight into expense. Our service is designed to streamline the process, reduce administrative workload, and ensure accurate, policy-driven reimbursements.

Onboarding a business to use Expense Concierge service is broken into two stages, implementation of expense reimbursement policy and structure along with onboarding employes and start processing expense receipts takes between 5 to 8 working days. The second phase of implementation primarily focuses on accounting system mapping and report portal setup and optimization, which takes an additional 14 to 21 days.

To onboard Expense Concierge, you don't need to change anything. We adapt our service to your existing process, making it simple, fast and easy in terms of implementation. Simply have employees email their receipts to us, and we'll take care of the rest. There's no need for additional setup or changes to your current processes.

Typically, a receipt or invoice is needed to submit an expense, which will be sent to us via an email; That’s it. There can be special types of expenses, for example milage expense or policy specific information that might require on top of receipts or invoice which can be included in the email with receipt or as part of follow up while processing the expense.

Our service is designed to treat office and remote works alike, our zero-touch approach is ideal for every employee, as we handle all aspects of expense management regardless of employees’ locations.

There is no training required for onboarding. Employees are only required to send receipts via email, a communication mode that is simple, easy and widely used requiring no training.

Yes, training materials and demos are provided to help employees to understand our process.

No, our service is designed to be transparent. There are no hidden fees; the costs are outlined clearly on the pricing page and in our agreement.

Employees simply take a picture of their receipts and send it to an email address unique to them. Send each receipt when the transaction happens or add multiple receipt at the end of the day. Our team will extract the information, prepare the expense report according to established policies, and handle any necessary questions or issues. If there are no additional questions, employees don’t need to put in any additional effort.

We tailor our service to adopt your (employee or business) current category structure to eliminate any need for change in the existing process. If a request is received to change the category structure, we will make changes as per the direction of client (employee or business).

We process each expense once received within 48 business hours, ensuring that the information regarding expense is fresh and top of mind in case there are any questions or additional information needed to adhere to the policy. We strive to handle each request promptly while ensuring accuracy and compliance.

Yes, Client or clients company generally defines what expenses are eligible for reimbursement. As we provide tailored service for each client (employee or business), eligibility of any international expenses for that client will be based on their policies.

A zero-touch expense reimbursement system is a process where employees simply submit their receipts via email, and the rest of the reimbursement process is handled manually by our team. There is no automation or machine involvement. The team reviews, processes, and prepares expense reimbursement forms for the expenses without requiring any additional input from the employee, making it a fully hands-off experience for them.

In the event when an error is identified, we will work with the employee or the company to resolve the issue, ensuring transparency and clarity throughout the process.

Any expense that is outside of normal categories, we will consult with client (employee or company) for clarification and categorization of the expense and verify against compliance before adding it to the expense reimbursement report.

We provide timely reminders to avoid any missing expenses, but in case employee misses and expense, they can request us to amend previous expense reimbursement report or request to be added in the future expense reimbursement report. Approval for such expenses will be at the sole discretion of the client or client's company.

The currency conversions are done accurately based on the conversion rate on the day of the transaction. Along with accurate conversion calculation, we also keep documentation for the conversation rate and provide it along with the backup receipt for transparency and to eliminate any future confusion.

We can prepare reports as per the requirements of client or clients company, from once a month to once a week. We will follow the schedule that makes sense to you.

Employees can reach out to the dedicated point person inquiring about any specific expense for additional information and processing status.

We tailor our service to adopt your (employee or business) current category structure to eliminate any need for change in the existing process. Travel expenses will be categorized as per your (employee or business) current structure.

We only work on preparing expense reimbursement reports. We do not have any oversight or responsibilities toward internal company processes and do not provide any services or support related to payments.

Employees can track their expenses by viewing the receipts they've emailed us in their sent box. Also, employees can reach out to us inquiring about any specific expense for additional information and processing status.

The types of expenses eligible for reimbursement are determined by each client or their company’s policies. As agents of you or your company, we follow the specific guidelines you set for what expenses are eligible, ensuring compliance with your established rules and approval workflows.

Yes, reimbursement limits are set by your company’s policies. We adhere strictly to these limits during the processing of expenses.

We ensure compliance by strictly adhering to the client’s or client’s company’s policies when preparing expense reports, reviewing each expense for compliance, spending limits, and required documentation before processing reimbursements.

We ensure that the reimbursement reports are made by adhering to the policy of the client or the client’s company. Outside of preparing for the expense reimbursement report we are not handling or responsible for any tax compliance. Employee and company share the responsibility for adhering to any tax compliance according to the law of the land.

Generally expense reimbursement process requires time and effort causing stress and frustration for employees as well as companies. Traditional system/processes are cumbersome and new advances in technology implementations have reduced the time commitment but still carries the stress and frustration for all associated parties. Our service is zero-touch, except sending receipts via email, no additional time has to be invested by employees in preparation of expense reimbursement report eliminating any stress, frustration and delays. Our service in addition to freeing employee of expense reimbursement report frustration, removed frustration and time invested by finance and accounting team for the company bringing savings through saving cost for time. No automation, no machines only quality service and care, ensuring a personal and straightforward experience.

If an employee has a question about their reimbursement, they can reach out to the point of contact for clarification, and we will address their concerns and provide the necessary information within 24 to 48 business hours.

Yes, a dedicated support team member is always there to address the needs of the clients or the client’s company.

Reimbursements are paid out directly by the company to the employee. We handle the expense reporting process, but the payment is processed by the company's accounting or finance team.

As we tailor our solution to adapt to your existing process, we do not have a set template to provide for expense reimbursement report. All employees need to do is simply email their receipts to us, and we handle the rest. But if a business client requests us to help with improving the process or request a new template, we will be happy to provide one or optimize their current one.

With Expense Concierge, the finance and accounting team spends minimal or no time on expense reimbursements. For our business clients, we act as an agent of the company and making sure all expenses are adhering to the company compliance policy, the finance or accounting team does not need to spend any time reviewing it. Also, as we will map the tabular report for import, accounting teams do not need to spend any time doing manual data entry saving valuable time for both Finance and Accounting team members, allowing them to focus on more strategic tasks.

Yes, we provide tabular reports that are mapped with your accounting system. These reports include detailed expense breakdowns, ensuring easy integration with your accounting system if the accounting system has an option to upload batch data.

Yes, we offer online interactive data analytics portal/reports that provide insights into spending patterns, reimbursement trends and the ability to slice and dice the data. These reports help businesses monitor expenses, identify cost-saving opportunities, and make informed financial decisions.