Streamline Your Expense Management with BrioHR’s Cutting-Edge Expense Claims Module: An Interview with Idris Ashari
Managing employee expense claims can be a daunting task for many companies. The hassle of manual submissions, tracking approvals, and avoiding errors often leads to inefficiencies. We spoke with Idris Ashari, Product Manager at BrioHR, to learn more about how their Expense Claims module can transform the way companies handle expense claims.
Q: Can you introduce yourself and tell us what you do at BrioHR?
Idris: My name is Idris Ashari, and I am a Product Manager at BrioHR. I've been with the company for over two years now. As a Product Manager, I act as the middleman and translator between our customers' requests and the technical team, ensuring that our products meet our clients' needs.
Q: Many companies struggle with inefficient expense claim processes. What are some of the biggest challenges employees and companies face?
Idris: One major challenge is the manual submission of claim forms, either via paper or email. This method is not only time-consuming but also highly prone to errors. Claims can easily go missing or be delayed if they are stuck in someone’s inbox. Managers may not approve claims in a timely manner due to the lack of automated reminders or a centralised system to track pending approvals.
There’s also often no overarching way to enforce claim approval policies and limits based on claim types and amounts. Without strict controls, there is a higher risk of claim abuse, such as submitting personal expenses as business expenses. Companies struggle to get a clear overview of how much has been submitted and reimbursed over a given period, making budgeting and financial planning challenging. Furthermore, the lack of an easy payment method for reimbursing claims can lead to delayed payments, causing dissatisfaction among employees.
Q: How does BrioHR's Expense Claims module specifically address these challenges?
Idris: The BrioHR Claims module provides a comprehensive solution to these problems. Employees can submit claims quickly and easily through our web or mobile app, reducing the risk of lost or delayed claims. Managers can approve or reject claims through the same platforms, with automated notifications reminding them of pending approvals.
The module allows companies to set specific limits per claim transaction or establish monthly/yearly limits based on claim types. This helps enforce policies and control spending. Detailed reports can be generated, giving finance teams a clear overview of all claims submitted and reimbursed. Additionally, the module connects seamlessly to BrioHR’s Payroll system for efficient claim reimbursement.
Q: What features set BrioHR's Expense Claims module apart from competitors?
Idris: Here are some key features that set our module apart:
- Granular Claim Settings:
- Ability to set detailed claim categories and limits based on department, job grade, and location.
- Multiple approval processes depending on the amount threshold or claim nature.
- Advanced Claims Management:
- Employees can request advance payments for business trips.
- The system tracks actual spending against the advance and adjusts accordingly in the next payroll cycle.
- Foreign Currency Claims:
- Employees can submit claims in foreign currencies for overseas travel.
- Currency exchange rates can be updated automatically according to central bank rates or manually keyed in.
- Per Diem Allowances:
- Allows claims for daily allowances during travel or meal allowances.
- Scan Functionality:
- Uses Optical Character Recognition (OCR) to read receipts and prefill necessary fields, speeding up the claim submission process.
- Delegate Claim Submission:
- Busy managers can assign secretaries or assistants to submit claims on their behalf.
Q: Can a company use BrioHR's Expense Claims module as a standalone product?
Idris: Yes, it is available as a standalone product. However, certain functionalities, like reimbursement via Payroll, require integration with our full HRMS suite. Even as a standalone, it offers all other functionalities, providing a robust solution for managing expense claims.
Q: How user-friendly is the BrioHR Expense Claims module for employees who are not very tech-savvy?
Idris: We’ve received very positive feedback about the user-friendliness of our web and mobile apps. If you know how to send pictures via WhatsApp, you can submit a claim on BrioHR. For those needing extra help, BrioHR offers dedicated customer support and training sessions, as well as a comprehensive online Help Centre with articles and short instructional videos.
Q: What additional benefits do users get when using the Expense Claims module as part of the complete HRMS?
Idris: When integrated with our full suite:
- Admins can set more specific claim limits and approval workflows based on the information in the HRMS, such as job grades, departments, locations and more.
- The seamless connection between Claims and Payroll modules makes reimbursement easy.
- Data synchronisation across HR functions streamlines workflows, from employee onboarding to claim approvals and payroll processing.
- Integration with accounting systems or General Ledger reports via the payroll module simplifies financial management and reporting.
Q: How does BrioHR's Expense Claims module improve overall expense management for the company, especially in terms of budgeting and cost control?
Idris: The module enhances cost control by imposing granular claim limits based on types and periods. Different workflows for various claim amounts ensure relevant departments and individual managers are involved in approvals, which improves oversight and budgeting accuracy.
Q: How does the module streamline expense claim processes for the HR department?
Idris: HR no longer needs to track manual submissions or enforce individual claim limits. The automated workflows simplify the approval process, saving time and reducing errors.
Q: How does the module simplify expense processing for the finance department, particularly with audit trails and ease of transferring data to P&L reports?
Idris: Finance can download detailed claim transaction reports, view approver histories, and make reimbursements through the Payroll process. The module also facilitates easy transfer of data to Xero or to a GL report.
Q: How does this module benefit employees?
Idris: Employees can submit claims quickly, reducing the risk of lost receipts and missed deadlines. The faster submission process means they get reimbursed sooner, depending on company policies. Additionally, employees can easily track the status of their claims, whether they have been approved, rejected, or are still pending. This transparency helps employees stay informed and reduces the need for follow-up emails or calls.
Q: If someone is on the lookout for a way to manage their expense claims more efficiently, what would you say to them about BrioHR's Expense Claims module?
Idris: BrioHR's Expense Claims module is a comprehensive, user-friendly solution designed to transform the way your company manages expenses. It offers granular control over claim limits and approval workflows, advanced claims management, and the ability to handle foreign currency claims seamlessly. With features like per diem allowances, OCR receipt scanning, and delegate claim submission, it streamlines the entire process for employees and managers alike.
Integrating it with our full HRMS suite further enhances its capabilities, making reimbursement and payroll processing seamless, and providing valuable insights for budgeting and cost control. Ultimately, BrioHR's Expense Claims module not only improves efficiency and accuracy but also helps you maintain tight control over your expenses, ensuring financial integrity and employee satisfaction. I highly recommend it to any company looking to optimise their expense management processes.
Ready to revolutionise your expense management? Discover more about BrioHR's Expense Claims module and request a demo today!
