ExpenseOnDemand
What’s New & Feature Suggestions

Our team is constantly working hard to provide new and updated releases for the ExpenseOnDemand platform.
Follow this page to stay up to date on the new releases and feature requests.

Release: Nov 2022

What’s New on ExpenseOnDemand

Compliance Statement

This expense policy allows the business to setup and display to Claimants a Compliance Statement. The statement will require the Claimant to confirm that all expenses they are claiming adhere to the business's expense policy & processes.

Multiple Vehicle

This advanced functionality allows you to assign Multiple Vehicles to Claimants who want to claim business miles. Businesses can mandate the use of a preferred vehicle when Claimants have registered to use more than two vehicles

Passenger and Load Allowances on the Web

This function allows the Claimant when claiming Mileage to also claim for Passengers they take with them in their vehicle and carry any equipment on that journey.

Expense Policy - Anti-fraud function

This applies to Multiple Claimants who claim the same expense. This expense policy highlights to the Finance Manager, an expense item claimed multiple times within 90 days, by different Claimants.

Integration with Sage 200 (BETA)

This function lets you export approved expenses from ExpenseOnDemand into SAGE 200. Customers can export their files from ExpenseOnDemand in CSV format and import it into Sage 200.

Delegate

The function allows a Claimant (Delegator) to delegate (someone else) their complete expense entry & submission process. A Finance Manager can easily assign/replace Delegates and Delegators from the setup.

Multiple Level (Counter Approvers)

A Finance Manager can now add to the current approval flow further levels of counter approvals . For each counter approval level added, an approval amount limit for each Counter Approver/Level can be set.

No Receipt / With Tax / Without Tax

This function allows Claimants to determine at the time of creating an expense the kind of receipt they have. Depending on what option the Claimant decides to display on the expense claim form, the Claimant can select the type of receipt they have from the dropdown list - TAX Receipt / No TAX Receipt / No Receipt / Foreign Receipt. Using this a business can claim back TAX only on the VAT Receipts. On the others they cannot claim back TAX.

Advance

This function allows the Claimants to request a cash advance. Complete dashboard is available to the Finance Manager to manage the advances claimed by the Claimants.

Chatbot available on the mobile app

The Chatbot has now been extended to and now made available to Claimants and Approvers using the mobile app. The Bot is loaded with useful guided videos to help Claimants and Approvers claim and approve better when using the mobile app.

Integration with Xero

Exporting to Xero is made simpler now with all the data fields in the Export available for exporting to Xero from the Xero Description Configuration and located under the Xero Description.

Export Format PDF

Exporting expenses with receipts has been made friendlier by facilitating it to exporting expenses with receipts to 1 month at a time. This will prevent long waiting for reports etc.

Expense Category Management

Creating your custom expense form has never been easier.
• A Finance Manager can add custom fields to each expense category.
• A Finance Manager can choose to make the Notes field on the expense form mandatory or not.

Cost Centre/Customer Setup

Improved experience of the Cost Centre/Customer setup via a Wizard, making setup easier and simpler to follow.

Assign Grade to a Claimant

Improved experience of assigning a Claimant to a grade.

Long-Term Contract Discount & Cost Control

ExpenseOnDemand offers customers not only rolling monthly contracts but now also a discount mechanism if customers sign a contract for a longer term.

Xero Employee Automation

Integrating ExpenseOnDemand with Xero has become easier. Using Employee Sync, if both ExpenseOnDemand and Xero apps have contacts (Claimants) in them with the same email ID, the function will map these employees automatically.

Build Your Own Report

Function now enhanced with an extra field, 'Submission Date' added that can be used to build your own Export Reports.

Advances

This function allows Claimants to request Advance(s). Expenses made against the advance, can be tracked in real time. Advances can be returned or requested to be returned, with full audit trail on the dashboard.

An enhancement recently added to the function allows a Finance Manager to set a policy limit to an individual as to a grade (policy would apply to all claimants in that grade).

Multiple Currency

A Finance Manager can using this function, now setup Claimants in other countries who will be claiming expenses on behalf of the business. They can now also pay Claimants in their local currency as per their local tax rules and compliance. A Finance Manager can link multiple companies to export data from ExpenseOnDemand to Xero for all linked companies.

Approver Now Available on The Web

Approvers can approve expenses now using both the WEB and mobile.

Credit Card Update

Credit Card Statement Import Enhancement: Finance Managers can not only import their company Credit Card statements in .csv but also now in .xlsx or .xls file formats.

Duty of Care (DOC)

Duty of Care: Duty of Care (DOC) function ensures Claimants claiming business mileage expenses using their own vehicles are safe, and comply with driving standards. This function checks and authorises various document, such as, Driving License, Registration, MOT, Insurance, etc.

Hybrid Billing

Hybrid Billing – ExpenseOnDemand now offers the flexibility for Finance Managers to be charged for Claimants who either regularly or occasionally claim for expenses. We have introduced a rule that allows you the option to choose from “Pay Per Person” or “Pay as you use” and be invoiced accordingly.

Supplier

You can now set up a pre-defined list of suppliers and link these to specific expense categories. Claimants can then link each expense item to a Supplier, from an existing list of suppliers. This will deliver enhanced flexibility for the export to Xero.

Audit Trail

This function allows the Finance Manager to assign Approvers to Claimants manually or automatically based on their Cost Centre.

The function includes Sub rules A,B, C & D. This allows Claimants to not only send expenses for approval to their Line Managers (in their home Cost Centre) but also, submit expenses for approval to Approvers in another Cost Centre too.

Configure Approval Rule - 1st Level

Enhanced usability will now allow the Finance Manager to export the expenses report from the Audit Trail in CSV format.

Crypto Currency

Finance Manager can now add their own currency which includes even the Cryptocurrency of their choice.

Location

LocationThis function provides the ability to set up and Assign Locations to Claimant(s), allowing further analysis of their Expenses. With the link to Xero Tracking Categories, this function allows analysis in Xero with a single click.

Attendee Types

Capture details of Attendees (name & companies) to better control entertainment spend. Ensures correct reclaim of VAT on the Employees and not the Guests.

Open API

Open APIs: Businesses can now access the ExpenseOnDemand app data via our open APIs and seamlessly integrate it anywhere and anytime it is required.

Closed Projects

The Project function has further been enhanced with an addition where you can now close any completed projects for better management.

Assign Multiple Companies

Setup Multiple Companies or Business Units in a Single subscription. Assign employees to each Company/Business Unit. Configure a Rule to give rights to one or more Finance Managers to Approve and Pay expenses for one, some or all companies.

Anti-Fraud Function - Approver View History

Approvers can view past historical expenses related to expense types they are viewing for a Claimant. For example, if they are viewing expense relating to Entertainment now, they can bring up and view all past expenses (last 6 months) a Claimant spent on Entertainment. This provides approvers comfort and visibility on what Claimant's spent in the past.

Fuel Card

This function ensures that when Claimants use the fuel card, the correct Personal Miles are automatically reduced from the total miles travelled.

Assign Deputies To Approvers

This allows setup of back-ups/deputies for Approvers. As a result, when approvers enter their "Out Of Office" on their mobiles, the expenses for their approval automatically flows to relevant deputy.

Notifications

Sophisticated in real-time notifications to the Administrator / Finance Manager about the health of the system. Providing specific information where actions are required.

Expense Policies

An expense policy provides Claimants with information and guidelines on what they can/cannot claim as reimbursable business expense.

Additional Fields

This functionality allows you to add two more fields to the expense form to capture additional information for each expense item.

Business Purpose

Each expense must have a "Business Purpose" as to why the money is being spent. This function allows you to automate the capture of the reason/business purpose. for each item ie, Meeting, Training, Account Management Meeting etc.

Mileage Rate Set Up By Grades

This functionality allows organisations to assign a mileage rate to each grade. As a result, every Claimant in that grade gets a rate assigned to them.

Fuel Receipt Management

This function ensures that businesses claim the correct VAT on mileage expenses. This ensures that the Claimant captures the fuel receipt to justify the VAT claim against the journey.

Project & Budget

Expenses can be assigned to Customer or Cost Centres or Projects. Budgets can be set for each Project, together with alerts, when expenses reach a pre-determined amount.

Assign Category To Grades

This function allows businesses to assign expense categories to grades. As a result, Claimants only see those categories which are assigned to the grade they belong to.

Request a Feature

The ExpenseOnDemand is constantly developing and improving the platform for your usability. We hear from customers regularly requesting the features that would make the biggest differences to their business. Are you using ExpenseOnDemand and would like to see something new to enhance your workflow? Have your say today.

Recently Requested Features

Advances

The ExpenseOnDemand is constantly developing and improving the platform for your usability. We hear from customers regularly requesting the features that would make the biggest differences to their business. Are you using ExpenseOnDemand and would like to see something new to enhance your workflow? Have your say today.

Multiple Currency

A Finance Manager can using this function, now setup Claimants in other countries who will be claiming expenses on behalf of the business. They can now also pay Claimants in their local currency as per their local tax rules and compliance. A Finance Manager can link multiple companies to export data from ExpenseOnDemand to Xero for all linked companies.

Approver Now Available on The Web

The ExpenseOnDemand is constantly developing and improving the platform for your usability. We hear from customers regularly requesting the features that would make the biggest differences to their business. Are you using ExpenseOnDemand and would like to see something new to enhance your workflow? Have your say today.