Efficient and convenient: intelligent expense control and reimbursement solution under electronic voucher accounting standards

I. Existing Problems in Expense Control and Reimbursement

1. Before-the-event application issues

Employees often apply after the fact, making the purpose of pre-approval unclear. There are situations such as difficult control, applications becoming a formality, and employees finding it troublesome.

2. Invoice dependency issues

Most business relies on paper invoices, resulting in a large number of non-compliant documents. There are problems such as compliance difficulties, error-prone invoice organization and pasting, and difficulty recalling long-accumulated expenses.

3. Approval issues

Business leaders do not gatekeep or find approval troublesome. There are situations such as difficult approval, leaders finding it hard to discern the business process, approval being beyond their capacity, and relying entirely on intuition.

4. Review issues

The main work is reviewing invoices, still doing bookkeeping manually. There are situations such as difficult review, where invoice compliance review relies entirely on people, and expense policy execution also relies on people.

5. Payment issues

Every payment is still manually prepared in online banking. There are situations such as difficulty in payment.

6. Control approach issues

Unclear about the enterprise's expense structure, and unsure how to optimize for reasonable savings. There is no idea for control, enterprise payments are increasing, yet there is no idea how to reduce costs and increase efficiency.

II. Necessity and policy background of the expense control and reimbursement system

If your enterprise has the above problems, they cannot be solved by merely changing management policies. We recommend that you use an expense control reimbursement system to help your enterprise supervise and approve employee reimbursement behavior, ensure reimbursement behavior complies with company policies and regulations, and promptly detect and prevent violations, thereby safeguarding your enterprise's financial security and management efficiency.

As early as December 2021, the "Accounting Informatization Development Plan (2021-2025)" issued by the Ministry of Finance clearly stated that by 2025, electronic voucher accounting data standards would effectively cover major types of electronic invoices. Expense control reimbursement is an important management system for enterprises to control expense expenditures and regulate employee reimbursement behavior.

III. Kailing intelligent expense control reimbursement system

1. Invoice recognition and collection

Invoice recognition, duplicate checking, and authenticity verification are completed in one go. Invoice sources are diverse, with intelligent speed improvement (OCR recognition, WeChat import, scan, etc.), and manual entry accounts for a small proportion. Effectively collect, verify, and check duplicates of paper invoices, electronic invoices, and fully digitalized e-invoices, avoid losses, and support real-time reimbursement.

2. Intelligent verification

Verification dimensions include experience identification, header verification, duplicate verification, invoice authenticity, invoice reimbursement, and invoice coding, automatically filtering abnormal invoices.

3. Intelligent reporting

Can intelligently recognize invoice information for filling, such as taxi number, transportation services, amount, etc. Travel reimbursement forms contain document codes, dates, reasons, etc.The system automaticallyReview checks invoice date, amount, details, etc. If requirements are not met, it will not pass. Manual approval checks input tax amount, etc.

4. Paper-electronic verification function

Traditional financial re-review requires checking whether paper invoices match their images,KailingSmartExpense Control and Reimbursement SystemPaper-electronic verification uses a scanner or high-speed document camera to scan paper invoices, and the system performs secondary AI OCR recognition, automatically verifying paper bills against images, issuing matching details, and finance only needs to handle abnormal invoices.

5. Bank-enterprise direct connection

Through bank-enterprise direct connection, it directly connects with multiple bank systems to achieve functions such as payment and balance inquiry for enterprise bank accounts, supports multiple payment methods (corporate/private, single/batch, etc.), and can also query summarized bank transaction flows and balance information, automatically match successful bank transaction receipts to reimbursement form images, and support electronic archive filing.

6. Data statistics and analysis

Expense analysis：Expense proportions can be analyzed by expense type, department, etc., such as business entertainment expenses, office expenses, etc., with drill-down query capability.

Form statistics：Includes application form statistics, reimbursement form summary statistics, reimbursement form detail statistics, etc. Expense analysis can also be customized, such as departmental expense statistics tables and project expense statistics tables.

Invoice statistics：Includes personal invoice pools, enterprise invoice pools, passenger transport deduction statistics, etc.

Business scenario statistics：Includes arrears statistics, prepayment statistics, outstanding account detail statistics, etc.

7. Electronic receipt matching and archiving

Automatically matches successful bank transaction receipts to reimbursement form images, and automatically archives electronic invoices, meeting the requirements of relevant departments for preserving electronic accounting vouchers.

IV. Effects of the expense control and reimbursement system

1. Comprehensive efficiency improvement

Optimization of invoice review time, expense standards, electronic invoice duplicate checking, authenticity verification, and other steps improved overall efficiency by 80%The above。

2. Improvement results at each stage

Managers：Achieve mobile approval, big data analysis of expenses, budget execution control, and more, improving manager efficiency.

Finance：Achieve budget execution control, automatic invoice authenticity verification and deduplication, violation expense alerts, automatic price-tax separation, and more, improving financial efficiency.

Employee：Achieve intelligent invoice recognition, no manual entry, automatic subsidy calculation, mobile application and reimbursement, no printing for e-invoices, electronic archives, and more, improving employee efficiency.

For enterprises, the expense control and reimbursement system is an important means of achieving expense control and financial management, and can significantly improve enterprise management efficiency and risk control capabilities. Enterprises should value and adopt it. It plays an indispensable role in enterprise operations and can provide strong support for standardized management and sustainable development, making it one of the effective ways for enterprises to enhance their competitiveness.Kailing Technology builds an integrated solution for fully digitalized e-invoices and intelligent expense control reimbursement for enterprises. If needed, welcome to contact Kailing Technology via private message or phone!

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.