Common Pitfalls in Corporate Expense Tracking and How to Avoid Them


Tracking corporate expenses is crucial for keeping your company’s finances accurate and staying in compliance with regulations. However, it’s easy to run into problems that cause errors, inefficiencies, or even fraud. 

In this blog post, we'll highlight some of the most common mistakes and offer solutions to prevent them. By tackling these issues, you can improve your business efficiency, streamline expense management, and reduce the workload.


Common Pitfalls in Corporate Expense Tracking


1. Manual Data Entry Errors

Manual data entry can be a major source of mistakes in expense tracking. Typing errors, lost receipts, and inconsistent formats can all lead to inaccuracies. These errors not only skew your financial data but can also lead to compliance issues.

Solution: Automated expense tracking software can significantly reduce these errors. These systems can auto-scan receipts and integrate directly with accounting software. They streamline data entry, save time, and minimize mistakes. 


2. Lack of Real-Time Data Access

Delayed expense reporting can cause major issues for your financial decision-making. When you don't have access to real-time data, it's tough to make accurate financial projections and stay on top of your budget.

Solution: Use software that offers real-time expense tracking and reporting. This way, you always have up-to-date information.


3. Inconsistent Policy Enforcement

Enforcing expense policies consistently across your organization can be challenging. Inconsistent enforcement can lead to policy breaches, financial discrepancies, and even fraud.

Solution: Automate policy enforcement with expense tracking software. This ensures compliance and consistency by flagging or rejecting expenses that don't meet your company's rules.


The Benefits of Corporate Expense Tracking Software




Increased Financial Accuracy

By automating expense tracking, you significantly improve data accuracy. Automation eliminates manual entry errors, ensuring that your financial data is precise and reliable. 

Over time, this leads to better financial planning and reporting. Your organization can more easily stay on budget and meet its financial goals.


Enhanced Compliance and Reduced Fraud

Automated expense tracking also helps with compliance and reduces the risk of fraud. With automated policy enforcement and sophisticated controls, you can ensure that all expenses comply with your company's policies. This reduces the chances of fraudulent activities slipping through the cracks.

For example, DATABASICS offers robust controls and thorough audit control capabilities to keep track of all expenses. You can ensure all employees adhere to policies and reduce fraud risk. 


Improved Efficiency and Productivity

Streamlining expense tracking processes saves time for both employees and finance teams. Automated systems like DATABASICS’ expense tracking software handle repetitive tasks, allowing your staff to focus on more strategic activities.

Just ask DATABASICS customers what they think:

  • “Easy to use and very efficient. Very user friendly, easy to manage for Admin.  The mobile app availability is a plus especially for our personnel who's always on the road.” AP Manager, Marketing and Advertising company, 201-500 employees
  • “My accounts payable group had to manually process approx. 60 expense reports each week.  This software not only saves them a considerable amount of processing time but it makes the entire approval routing and payment process more efficient..” AP Manager, Pharmaceuticals, 501-1000 employees

Overall, improving your expense tracking processes leads to increased productivity and business efficiency. With less time spent on administrative tasks, your team can concentrate on your core business objectives.


Implementing an Effective Corporate Expense Tracking Solution




Choosing the Right Software

Selecting the right expense tracking software makes it much easier to address expense problems. Here are some key features to look for.

  • Real-Time Tracking: Look for software that provides immediate expense visibility so you always have up-to-date information.
  • Simplified Data Entry: Choose solutions with auto-scanning of receipts to reduce manual entry and errors.
  • Mobile Access: Ensure the software allows for managing expenses on the go, making it convenient for employees who travel.
  • Integration with Accounting Software: Integration with your existing accounting systems streamlines processes and enhances data accuracy.
  • Strong Customer Support: By choosing a tool with great support, you can save your company a lot of headaches and help employees adopt the software faster.
  • Recommendations: Depending on the size and needs of your business, look for solutions that meet all your requirements without needing workarounds. Focus on a complete expense experience from entry and approvals to integration and reporting.


Training and Adoption

Introducing new systems can be challenging, so it's essential to train employees thoroughly. Provide comprehensive training sessions to ensure all employees understand how to use the new system effectively.

To help employees adopt the software, you can also set up automated emails for missing expense reports or corporate credit card transactions. That can improve accountability and remind employees to use your new system.


Continuous Monitoring and Improvement

Regular audits and reviews help you ensure the system is effective and all employees use it as intended. You can gather feedback from users and make adjustments to improve the process as needed.

Conduct regular checks to ensure compliance and system effectiveness. It also helps to create channels for users to provide feedback and suggestions for improvements.


Get Started With Corporate Expense Tracking

Automated expense tracking solutions improve financial accuracy, enhance compliance, and save time for your team. By choosing the right software and training employees effectively, you can streamline your expense management process, improve policy enforcement, and reduce the risk of errors.

With DATABASICS, it’s easy to track expenses and keep employees accountable. Our software includes all of the following:

  • Mileage tracking
  • Audit control
  • Workflow and approvals
  • Credit integration
  • P-card integration and management
  • GSA per diem allowance and deduction support
  • OCR receipt scanning
  • Travel integration
  • Project and cost allocation tracking
  • Integrated time sheets
  • Business rule enforcement
  • Reporting and analytics
  • Global localization
  • Mobile app

Our customers range from nonprofits and regional businesses to global enterprises. We can set up a great solution for your business, whether it’s large or small.

Ready to see how DATABASICS expense tracking software can help your organization? Request a demo today and discover the benefits of efficient and simplified expense tracking.