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Paying employee expenses electronically with Bill.com

December 14, 2009

Businesses of all sizes routinely reimburse employee expenses. But small and medium sized businesses typically do it the old fashioned way, by filing paper copies or expense reports and receipts and cutting paper checks. This is is time intensive and results in slower payments, and slower access to funds for employees.

While employee expense reimbursement was not the primary reason for creating Bill.com, it turns out that many of our customers use us for just that. Especially now that our ePayment capability makes it easy to pay employees electronically.

In a nutshell, here is what our customers are doing:

  • Filling out expense reports using a company's existing process (typically with Word or Excel files).
  • Faxing or emailing those forms to their company's Bill.com account along with images of their receipts
  • The finance team can then classify all expenses using the general ledger information synchronized with either QuickBooks or Intacct.
  • The expense report is then routed to the employee for the "electronic signature" and then routed to management and the finance team. Every step of the process is recorded in the audit log for future reference and all the documents are stored digitally– the employee can literally shred the receipts and any paper documents.
  • Once the expense report is approved, the finance team (or employer) simply pays the employee via Bill.com. If the employee's bank information is present (and it typically is because the same finance team set them up in payroll) then the employee is paid electronically via ePayments, directly to their bank account. If their bank information is not in the system, they get paid by check (without requiring the finance team to print, sign, or distribute the check).
  • As an added bonus, the employee receives an automated email when the payment is sent and when funds are available in their bank account. All without any work on the part of the finance team or whoever processed the payment.
  • If an employee has a question about payment status, the finance team can look up payment information with a few clicks.

To learn more and try it 30 days risk free, visit http://www.bill.com/businesses/expense-reimbursement.php

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