What are Integrated Expense Report Forms?

Organizations of every size typically have expenses that employees need to be reimbursed for. It could be for taking clients out to a meal, gas or travel expenses incurred when visiting clients or attending seminars or training, or utilized for other miscellaneous purchases necessary to an employee to best complete their jobs. Regardless of what the expense is, it’s important that organizations have an effective way to track these expenditures, reimburse their employees accordingly, and maintain a record of these expenses. 

For organizations that have employees working remotely or on the road often, expense reports can be much more difficult to obtain using traditional methods. As your organization’s workforce grows and adapts, it’s important to invest in solutions that evolve with your team.

What the current expense reporting process looks like

For many organizations, expense reports are maintained on paper, with employees stapling their receipts to the front. This process, while considered to be standard, is incredibly outdated and can prove to be frustrating for employees.

Employees completing the forms have to either print them out or obtain them directly from your accounts payable team. Then they have to compile all their receipts from over the course of the expense period, which varies between organizations, or they need to complete a report each time they make an expensed purchase.

Some organizations believe they have innovated the process by having employees email their reports and receipts, but with no clear parameters or structure, your employees might not give you all the correct information, and the reports will be difficult to track and organize.    

How web forms can simplify expense reports

Rather than have employees use a paper expense report, they can use web forms instead. The employee can log into the web form and fill out the required fields, upload a photo of their receipt, and send it directly to accounting to review. 

The data filled in the required fields will automatically generate onto a digital form that can be automatically filed in your current Document Management system, assigned to the correct employee. That same data will then be pushed directly into your Enterprise Resource Planning or other financial software to automatically track the expenses. 

Your employees completing the forms will spend significantly less time filing their expense reports, and employees in accounting will no longer have to manually enter and reenter information in order to track expenses and cut checks. With Integrated Expense Report Forms, you can reassign employees completing data entry to other tasks or reduce your workforce entirely.  

Why you should take forms to the next level

Beyond the initial time and cost savings, investing in Integrated Expense Report Forms can help your organization in the long run. Because these forms are automatically recorded, tracked, and organized, you can easily review them in the case of an audit or for any other reason. This helps save your employees time spent searching through closets and filing cabinets for the records or scrolling through thousands of emails to find a specific report from a certain date range. 

Additionally, making daily processes easier for employees is a key part of ensuring that they remain engaged and happy. This leads to stronger retention and overall a more positive and productive work environment. 

How Mosaic can help 

Mosaic has experience in deploying custom Integrated Expense Report Forms that can seamlessly work with a business’ existing systems. Give us a call at 1-800-387-7859 to schedule your custom solution review. 

 

6 Ways Your Organization Can Use Web Forms

What forms does your organization utilize? Once you begin to take inventory of all of the forms you rely on to complete common tasks, you may be surprised at how many you use.

How do you and your employees complete these forms? Often they’re completed on paper, making them prone to errors, missing information, and being misplaced. Fillable PDF forms eliminate the paper aspect of the process, but they’re often difficult to complete and don’t save any time compared to paper.

Implementing a smart web forms product can eliminate these issues and create a simpler, more streamlined process for you and your employees. Organizations often don’t realize the full potential of a web forms product and worry that it’s limited to just one specific process or department. The benefit of web forms is that they’re flexible and scalable, meaning they can fit in with just about any process or need, and thanks to Mosaic’s implementation consultants, they can be customized to your organization.

So, exactly where can these forms be used? We’ll review 6 common uses, but the beauty of web forms is that any paper form can be transformed into a web form.

Onboarding Paperwork

The time from when a new hire signs their offer letter to their first week is crucial for an organization to make a good impression on their new employee. Forms such as I-9, W-4, WOTC, 401K, Direct Deposit, and Benefits Elections can easily turn in to stacks of paperwork. These forms also require new hires to write out the same basic information over and over again.

Online forms simplify the process and eliminate redundancy. Each form gets filled out quicker and there is less margin for error. Also, employees simply e-sign their documents, meaning no printing, signing, and scanning necessary.

Timesheets/Time Off Requests

Processing and managing timesheets and time-off requests is a heavy lift for human resources. It’s not uncommon for paper timesheets and time-off requests to go missing or for data to be entered incorrectly. Web forms allow for your employees to quickly fill out their timesheets as well as submit time off requests to their managers for approval.

Contracts

If your organization requires employees, vendors, or clients to sign any sort of contract, you understand the frustration that comes with trying to get a signature. This becomes increasingly difficult if you are sending contracts outside your physical office. Using web forms makes it simple to send contracts to the right people to review, and with wet signatures, they can sign them from their computer, tablet, or even mobile device, no printing and scanning required.

Expense Reports

When your employees submit expense reports, they typically have two choices, scan their invoices and receipts and email them in bulk to accounting, or staple together the physical documents and drop them off in person. Both processes aren’t organized, and there’s a high likelihood for documents to get lost or entered incorrectly. Web forms can eliminate the disorganization of paper expense reporting and can help track employee submissions.

Purchase Orders/Proof of Delivery

If you operate in the manufacturing or distribution space, you likely have countless orders placed weekly. Typically the existing process requires new documents for each step, the purchase order, the picking ticket, verification documents, delivery slip, proof of delivery, and other documentation. Web forms can not only make the order process easier for customers, but it can also help move along your workflow and reduce the number of physical documents attached to each order. Proof of delivery tickets are digital and able to be updated instantly with wet signature verification.

Healthcare

Many nonprofits and healthcare organizations have antiquated patient onboarding processes. Stacks of paper forms are required for patients or caretakers to complete and for your organization to track. Additionally, crucial patient records are left disorganized, which can not only be a point of frustration for your employees, but it can also lead to legal issues.  Web forms can solve that. A custom patient onboarding workflow connects directly to your ECM. Meaning you can quickly onboard patients and easily track them.

 

These are just a small sample of the uses for web forms for your organization. At Mosaic, we can help you determine the perfect use for forms in your organization. Think your organization would benefit from migrating from paper-based forms to web forms but aren’t sure how? Give us a call at 770.452.7373 and we’ll see how your current business processes can benefit.