DATA SHEET

Serko Incharge –

Expense management

on the fly

Incharge at a glance

• Cloud based expense management solution

• Suitable for any organisation with 50+ employees

• Quick to deploy and easy to use

• Support for all major corporate credit cards

• Automated GST and FBT liability calculations

• Pre-trip approval integration with Serko Online travel

booking system

• Per-user monthly fee, only pay for active users

Introduction

Maintaining control over Travel and Entertainment (T&E)

spending is a challenge for almost every organisation.

For most large firms, T&E accounts for approximately 20% of total OPEX spending. So having the right expense

management and travel booking tools in place to manage

it is a priority. And for organisations that have, or are

considering, a corporate credit card programme, an

automated management tool is essential in order to

maintain any meaningful control over spend.

Serko Incharge is a leading cloud-based, expense

management tool that makes it simple for employees to

submit expense claims, and quick for organisations to

process them.

Employees spend less time fighting their expense

claims. Employers dramatically reduce the time and

expense of managing those claims through Incharge’s

intelligent automation.

In a recent study by the Aberdeen Group, Incharge was

shown to reduce the cost of processing expense claims by

as much as 75%. When multiplied by the number of claims

being processed each month that can represent some

staggering sums.

serko.com

Expense workflow

SPEND

Incharge helps manage every type of corporate expense

from corporate credit cards (Amex, Mastercard, Diners

and VISA) to out-of-pocket expenses, mileage claims, cash

advances and ‘per diem’ allowances.

SUBMIT

Each expense type is managed through a custom workflow that makes it easy for users to submit claims.

Corporate credit card statements are automatically

imported into Incharge, coded according to spend category

and organised ready for review. Once statements are

available for review, employees are sent an email inviting

them to log in, attach their receipts and submit.

APPROVE

As soon as a claim is submitted through Incharge the

appointed manager receives an email inviting them to

review the claim. Any items that fall outside of policy are

marked with an alert icon, minimising the amount of time

required to review a claim. Managers can approve or

escalate an item with a single click or return the claim to the

employee for further clarification.

PROCESS

Incharge ensures every claim submitted contains all the

information required for finance to process it, including receipts and narratives. The system has a sophisticated

understanding of different currencies and local tax rules

(e.g. GST and FBT for Australia) so it can automatically

calculate tax liabilities.

After reconciliation and approval Incharge generates a

formatted export file ready for loading into finance or ERP systems.

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ANALYSE

The Incharge reporting module provides organisations

with in-depth visibility into corporate spend. Reports can

be generated to include company-wide statistics or by

individual user, project, department, region etc.

With better visibility into what is being spent and by whom,

organisations can develop policies that better reduce

total OPEX spend across the organisation and can quickly

identify areas or teams that need special attention.

Policy management & system integration

At the heart of Incharge is a sophisticated workflow engine that applies the relevant corporate policy to each expense

type. The system can be configured to apply a wide range of different rules and policies to claims such as a maximum

spending limit for a taxi fare or a total limit per month on

office supplies. Policies can be applied for specific users or for all users in a selected region.

When a policy is breached, an alert icon appears next to

the item, enabling approvers to see at a glance when rules

have been infringed. Other alerts in Incharge also act like

policies for example, when a user modifies the GST rate or the default exchange rate.

Incharge can be customised to integrate with all major

ERP systems (e.g. SAP) to provide expense categories and

management / approval hierarchies that are essential to an

extraordinary EMS solution.

The system incorporates a comprehensive approval

process through which every submitted claim is routed

before being paid. In the event that expense approvers are

unavailable, alternative approval flows can be configured which ensure that employees aren’t disadvantaged through

absences etc.

Time to value

Unlike first generation solutions, Incharge is quick to deploy and easy to learn. Set up and configuration takes a couple of days and new customers can be up and running within a week.

New users can be set up in minutes by an in-house

administrator and our in-house training team will ensure

that everyone gets the information that they need to get the

most out of the system. As the software is so intuitive, most

users are up and running with less than an hour of training.

Business benefitsAberdeen Group research suggests that the administration

cost-per-claim is in the region of $29 USD per claim.

Organisations using Incharge typically reduce this cost by

up to 75%. Multiply this by the number of claims across an

organisation and the savings are substantial.

In addition to headcount cost savings, Incharge improves

employee satisfaction by reducing the processing time for

expenses and speeding up the reimbursement of out-of-

pocket expenses. Incharge’s ease of use ensures employees

embrace it quickly. The solution typically pays for itself

within a few weeks.

Charging model

Like Serko Online, Serko Incharge is charged on a ‘pay for

what you use’ basis. So if 50 employees submit 4 claims in

a given month you pay a flat fee for each active user for that month. There’s no charge for users that are inactive

in any month.

Volume breaks allow larger organisations to reduce the

cost-per-active-user per month. There’s no set-up fee or

other hidden charges.

This model encourages users to submit expense claims

more regularly, which in turn helps improve visibility and

staff satisfaction.

Integration with Serko Online for

travel expense management

Expense management and travel booking are inter-linked.

For large organisations travel can account for as much as

8% of OPEX spend and is notoriously difficult to manage and control.

With tight integration between an organisation’s expense

management tool and its travel booking tool organisations

can maintain tight control over spend and implement a

streamlined approval workflow to ensure travel booking approvals and expense approvals are aligned.

For organisations using both Serko Online and Serko

Incharge built-in integration ensures travel bookings

and related expenses only need to be approved once

in a single place making the approvals process more

streamlined and efficient.

At the core of the integration between Serko Online and

Serko Incharge is unique trip pre-approval functionality

that allows travelers to have a trip fully approved by the

finance team or relevant approvers before they depart. This ensures all travel and expense policies are fully met speeds

up the approval process and delivers significant cost savings and productivity improvements for the organisation.

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