Why do enterprises need to build an expense control system? What can Kailing expense control help enterprises achieve?

Enterprises have many management levels, relatively dispersed financial data, numerous business lines, and huge expenses, making expense control highly necessary. Under traditional management models, pre-event control is difficult for the company, while post-event control easily triggers conflicts between the company and employees, such as rejecting unreasonable or over-budget expenses in a one-size-fits-all manner.

Adopt invoicingThe Lingfeikong expense control management system, with its intelligent expense control service system, enables refined management of enterprise expenses. It can accelerate the processing efficiency of expense reimbursement, streamline processes, and eliminate the cumbersome tasks of reimbursement for claimants and review for accounting staff. At the same time, it supervises all stages of expense spending—before, during, and after—saving unnecessary expenditures, improving capital utilization, effectively avoiding over-budget situations, and making expense control simpler and more efficient.

Kailing TechnologyWhat the expense control system covers

1. Intelligent invoice capture

Through multiple collection methods such as photo recognition, WeChat card package invoice import, PDF electronic invoice upload, and manual entry, invoices can be combined with the reimbursement process, and tax amounts can be automatically generated according to relevant regulations. Through configurable invoice conversion rules, invoice information can be automatically converted to reimbursement documents, such as travel itineraries and reimbursement amounts, and invoice amounts can be used to constrain reimbursement amounts, etc.

2. Intelligent audit

Audit and verification rules for invoices and documents can be flexibly set. After invoice recognition, invoice compliance verification can be automatically performed, including but not limited to invoice authenticity, duplicate reimbursement of e-invoices, invoice header, tax number errors, consecutive invoice numbers, invoices issued on holidays, sensitive words appearing in the invoice seller. It can also determine based on the recognized invoice whether the long-distance transportation class/grade, accommodation, and out-of-town local transportation expenses for travel expenses exceed standards, and whether entertainment expenses meet reimbursement standards regarding entertainment category, number of accompanying persons, per-capita standard, etc.

3. Flexible and configurable approval flow

Supports custom mobile approval workflows, supporting Web-side approval flow customization.The invoice folder function supports embedding: WeCom, DingTalk, Feishu, Weaver OA, Landray OA, Seeyon OA, Actionsoft BPM…

4. Fast payment

Can quickly export online banking payment files according to the payment import formats of major mainstream banks, completing fast batch payments.

It can be connected with various banks' bank-enterprise direct connections to achieve rapid online payment, and return bank receipts and associate them with reimbursement forms, preparing for the four-flow integration of electronic accounting archives.

It can be connected with third-party fund platforms to achieve rapid online payment, and return bank receipts and associate them with reimbursement forms, preparing for the four-flow integration of electronic accounting archives.

5. Expense Budget Control

Flexibly configure budget preparation dimensions according to the granularity of enterprise budget control, such as free combination of dimensions including document type (application form, reimbursement form, etc.), organization, department, personnel, and expense type for expense control. Support multi-version budget preparation and budget adjustment, and achieve pre-event and in-event budget warnings and strong budget control. It also provides real-time analysis and query of budget amounts, incurred amounts, and available quotas.

Kailing TechnologyAdvantages of the expense control system

Kailing intelligent expense control reimbursement systemThrough PC and mobile terminals, reimbursement processes can be initiated quickly, enabling real-time scanning of paper invoices and timely extraction and storage of electronic invoices for reimbursers, providing services such as reimbursement application, approval, accounting, invoice recognition and authenticity verification, and data analysis. It also serves as a port for business control for expense management and expense budget control, and automatically connects to the financial accounting system after business approval is completed.

Kailing TechnologyValue of the expense control system

1. Financial compliance

Process compliance: ensuring reimbursement process approval and review compliance, and archiving for audit purposes.

Invoice compliance: approved invoices meet national policy requirements to exclude fake invoices, and meet enterprise expense policy requirements to exclude non-compliant invoices.

Standard compliance: ensuring that travel booking, travel reimbursement, and entertainment reimbursement standards comply with enterprise specifications.

Archiving compliance: Supports electronic archiving of electronic invoices, meeting national financial archiving requirements.

2. Improved financial efficiency

Intelligent audit: set invoice audit rules and reimbursement audit rules, with online standards requiring no manual order-by-order review.

Automatic entry: automatically perform tax deduction and entry based on business and invoices; match accounting subjects according to enterprise management rules to ensure accurate entry.

Expense analysis: reimbursement data is fully structured, providing finance with multi-dimensional data analysis.

3. Business travel services

Business travel booking: direct connection services with high-quality business travel suppliers, providing enterprises with the best cost-performance services.

Business travel control: purchase business travel services according to enterprise standards to ensure standards compliance.

Time savings: through image recognition and process optimization, reduce employee reimbursement time.

Reduce fraud: reduce false reimbursements through behavioral data, real consumption, and invoice checks.

4. Employee experience

Mobile reimbursement: a fully mobile reimbursement solution, providing an item-based expense reimbursement process.

Intelligent invoice recognition: reduce the content employees need to fill in through OCR technology and capture more data.

No need to pay upfront: multiple business travel platforms aggregate and compare prices, enterprises settle monthly, no need for employees to pay upfront or attach invoices。

Kailing Technology provides enterprise business-finance-tax digital product lines according to enterprise needs:

Solutions for businesses including sales contract management system, procurement contract management system, fully digitalized Leqi interface project, output automatic invoicing system, employee expense control and reimbursement system, input VAT invoice management system, supply chain collaborative reconciliation system, image OCR recognition system, automatic financial bookkeeping system, and electronic accounting archives system, professionally and efficiently supporting the transformation and upgrading of enterprise business-finance-tax digital management.

If you have any business-finance-tax digital transformation needs, welcome to contact us. Beijing Kailing Technology will serve you wholeheartedly.