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Travel and Expense Management
Travel expense management can be a tedious process. Hours can be spent on manual data entry and employees often need to search high and low for missing receipts. There are also plenty of outdated forms to lodge when employees incur costs as a result of travelling for work. Reimbursements can take weeks leaving employees out-of-pocket.
While five-star dining and lavish limo rides are not normally considered an essential cost, reasonable travel expenses can generally be deducted by the business.
Travel expenses that can generally be deducted by the business may include: Accommodation, Airfare, Bridge and road tolls, Parking fees, Car hire charges, Meal expenses, Incidental expenses (laundry, internet/WiFi etc.)
Travel expense management software, such as DiviPay’s Expense Management, helps streamline this process and allows businesses to manage travel bookings, record receipts, save money on travel expenses and make better travel decisions for employees. Additionally, expense management software allows businesses to automate travel expenses and reimbursements to save time and money.
Collect travel receipts
DiviPay makes receipt capture frictionless. Snap photos of travel receipts via our app’s camera or drag and drop invoices online. DiviPay automatically sends reminders at the right time to get outstanding expense reports complete and you’ll see compliance improve straight away.
Build your own expense report
Track employee travel expenses and process reimbursements according to your guidelines. Descriptions help to understand why a transaction was made. Collect attendees to manage FBT or track spending against client names or job numbers.
Let automatic reminders do your follow ups
DiviPay automatically sends reminders at the right time to get outstanding expense reports complete without you having to follow up.
Automatically code transactions to your chart of accounts
Using Mastercard data, DiviPay’s expense management software automatically codes travel expenses to your chart of accounts so you get accurate reports without overwhelming staff members.
What is travel and expense management?
Travel and expense management is a process that allows businesses to effectively manage travel expense reimbursement requests.
Generally, an employee will submit an expense report for the costs they incurred while traveling away from their home to conduct employment duties. The employee is responsible for keeping their receipts and submitting these with the expense report.
Before employees receive their reimbursement, the expense report needs approval by the appropriate supervisors or managers. Once the expense report is approved, Accounts Payable will process the reimbursement to the employee.
Fortunately, this process has now been simplified and automated with DiviPay's travel and expense management software.
How do you manage business travel expenses?
You can manage business travel expenses with an integrated expense management software, which allows employees to capture expenses at the time they are incurred.
With DiviPay’s automated travel expense management software, businesses can gain real-time visibility into all transactions, manage travel allowances and improve the efficiency and accuracy of staff reimbursements and payment times
How are travel expenses calculated?
Travel expenses are calculated when employees incur costs as a result of traveling for work purposes.
Reasonable travel expenses, such as accommodation, airfares and meal expenses, can generally be deducted by the business.
How do you reimburse employees for travel expenses?
You can reimburse employees for travel expenses using DiviPay’s travel expense management software, which allows employees to scan and submit receipts in real-time. This replaces the need for outdated forms and manual data entry.
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We've recently started using DiviPay to manage our staff finances and we are loving it. Previously I was spending 8-10 hours a month organising receipts, checking them and changing all the payments. Now, it takes me 1 hour a month. One of the best things is that staff aren't out of pocket for 3-4 weeks waiting for a reimbursement, and it's much easier for them to see how they are going with their balances and what they have to use.Kate StaceVine Church