-The integration with Intacct Time & Expense module eliminates manual effort and input errors involved with paper forms and receipts
-Expense policy violations such receipt missing or exceeded expense limit on meals are flagged at time of input
-The receipt image is attached to the transaction recorded in Intacct - no lost receipts
-The mobile app! Take a picture of the receipt and upload to your account to link to the expense item submitted. The image can be identified with a label (amount) to permit a system match of receipt to the expense item entered. Staff are not required to use PC/Mac for expense report input.
-The ability to track mileage with the GPS functionality eliminates the manual tracking (odometer reading/guessing).
-Staff are not required to memorize numerical codes (account/department) for entering the information required to record the transaction to the GL
-Approval routing path logic is programmed to ensure the proper approvals are obtained. No need for accounting to match signatures and visually check to verify the proper approvals are provided.
-Automated company credit card feed populates the users' queue with their purchases for coding
-Ability for accounting to track the reports in "draft", "submitted", and "approved" mode.
-Customer service responses are prompt.
-Ability to set reminders to users and managers of those expense reports and credit card transactions which have exceeded a limit on the number of days for approval/inclusion on an expense report.
-The ability to automatically update Nexonia with Intacct field values. Add an account or department in Intacct, the sync feature in Nexonia brings those values for use in Nexonia
A minor point - when an expense item to multiple departments, only one department (the submitter's manager due to logic rules) approves. The splitting of expenses to multiple departments does not occur often but the approver is confused when the item is routed to one department rather than the departments charged.
We looked at 2 other products known for expense report management. The first product tested required did not offer an automated approach for updating our financial system with the expense activity. The approach offered is to manually select the downloaded file for upload to Intacct. The second product tested had the look and feel of Nexonia relating to the integration of Intacct data for GL accounts and departments. However, the mobile app was lacking and did not offer a GPS feature for tracking mileage. The user had to enter the starting and ending points to create the mileage request.
The product is the first step for automating our workflow for expense approval. The next workflow to implement is vendor invoice approval. As the foundation for employee expense reporting regarding approval routing logic will be the same, implementation should be effortless.
Nexonia delivered the functionality and ease of use promised in the demos. The product was implemented within 6 weeks of contract signing.
-The avalanche of paper for documenting purchases/expenses has been stopped This means no lost receipts, illegible handwriting, "celebrity style" autograph (the scribble or flourish), storage of the expense reports in the AP files nor reprinting blank expense forms. As the receipt image is attached to the Intacct transaction posted, the support for the purchase is available for users of the Intacct system and AUDITORS.
-The reconciliation of credit card activity to the ledger is simplified.
-The month end accruals for employee expenses (company paid credit card and reimbursable) is easy to obtained
-Managers are aware of the purchases made by their staff. The manager is made aware of the credit card purchases and expense reports in progress through use of their dashboard.