Finding the best expense software for a business is tricky. There are a variety of service providers in the market with distinct features and services.
A software solution that does not simplify work for you and your employees WILL NOT actually “work,” no matter how many features it has. You don’t want an expense management software solution that has to be forced on the employees. It should be able to craft a great experience when added to their workflow.
With employee satisfaction and business values aligned, here’s a step-by-step list for choosing best expense management software that “works” for your business.
If you already have expense software, but your current provider isn’t meeting your business needs like best expense tracking. This blog will help you re-evaluate your vendor and choose a better one.
First, it’s wise to analyze your current expense management process. You can probably create a list of the problems your business is facing without a good expense management software system before you start searching for it. This will help you choose the right option.
Some questions you may want to ask yourself include:
Do your employees use company-owned credit cards or personal credit cards and then get reimbursed later? If they use personal credit cards, you would need software that provides a mobile app so that employees can take photos of their expense receipts on the go and file reimbursements.
The employees will use the software as much as you do. Therefore, it makes sense to take feedback from the employees on how easy or difficult they find the current software and what changes they would want if you plan to purchase a new one.
There might be some features you don’t use like best expense tracking that you initially thought you would and some that you think should have been there in the expense management software. You can create a list of features that are a must for you and cross the others that are not required.
If your company allocates funds to different departments, you require expense management software which is having the best expense tracking feature that helps track allocation and different spending patterns.
Once you know the problems you need to solve, the part of researching for software becomes simpler. The criteria for your business will depend on the problems you and your employees face.
You must also set a reasonable budget for the business expense management software. Check which software falls within your range and take into account its ROI for the company.
For instance, a stand-alone solution may be cheaper now, but it makes sense to buy an advanced, all-in-one solution that helps you save money down the line.
Once you have created a list of all problems you need to solve and have set a budget, it’s time to start researching the best expense management software providers. You can assess each provider in the following areas to make sure you select the right software.
Whether you are buying new software or replacing your existing one, ask yourself: Does this software have all the essential features you are looking for? Are the “bonus’ features necessary for your business?
Here are some aspects that can help you determine if the software offers the features you need:
An important consideration while adopting expense management software is that it grows and changes with your organization. It should be future-ready and easy to scale. Make sure you can:
While the essential features will help you make a strategic decision, employee experience is important too. For your software to be a success, all employees must adopt it. Therefore, ensure the software you choose is:
It is always nice to know how each provider can help in case the need arises. Understanding each software provider’s customer support model will help you determine who can support you along the way. Always consider:
Lastly, expense management software stores a vast amount of data related to your employees and company. Therefore, it should have a robust data security system in place.
Apart from this, it should adhere to all relevant compliance and guidelines. Remember: you should always know who has access to your company data and set different access levels for different people in your company.
Now that you have created a list of all potential expense management software providers, it’s time for the easy part. Evaluate all software you are considering against your master list of necessary features and narrow it down to 3-4.
After you have determined your finalists, schedule a demo with each of them to get a better idea of how the software works. Also, the product experts will be able to guide you on how you can use their software for your business purpose.
Once you’ve picked the best business expense management software, it’s time to share it with all stakeholders for approval. Present your initial findings to all the stakeholders and then implement the expense management software post-approval.
While choosing business expense management software may seem like an in-depth endeavor, putting in a bit of extra work at the beginning can help you make a better decision in the long run.
ITILITE is an integrated travel and expense management software that can streamline expense management processes for your company and help you increase employee delight.
Try out ITILITE expense management software yourself to see the difference.
Any sort of upgrades to expense management automation can seem like a huge leap forward. Just keep this checklist handy as you’re navigating your options to ensure you make a great decision for your company.
Subscribe to the Itilite blog and never miss a post!