General Inquiries

Expense Management Software

  • 1.  Expense Management Software

    Posted 12-05-2018 16:02
    Edited by Nathan Alexander 12-06-2018 08:57
    Our company is currently exploring options for a new expense management software.  We are a heavy highway/civil contractor, with the need for field employees to upload invoices/receipts (via phone/tablet pictures with character recognition), as well as credit card expenses, and assign job and cost codes to those expenses.  Obviously, we would want all of this information to then flow directly into our accounting system.  We currently use Timberline.

    What experiences have you had with this type of software?  Any that you would recommend?

    ***Vendors*** - please do not contact me with product information.  I am ONLY looking for customer experiences.

    Thanks,

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    Nathan Alexander
    Controller
    Emery Sapp & Sons, Inc.
    Columbia MO
    (573) 445-8331
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  • 2.  RE: Expense Management Software

    Posted 12-06-2018 07:18
    ​Nathan,

    We are a large Civil Highway company and are using ExpenseTrack from Comdata for our credit card charges. It allows for entry of job coding, easy photo capture, approval routing, and export to ERP system (we use Viewpoint). We setup an auto populate weekly expense period (Sunday - Saturday) and require all charges for the previous week to be submitted and approved by Thursday the following week and then we extract, import and post to our Viewpoint software. You can also have employees create reimbursable expense reports and submit as well, importing as a separate batch so payments can be made.

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    Paul West
    Director of Enterprise Applications
    The Middlesex Companies
    Orlando FL
    (407) 206-0077
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  • 3.  RE: Expense Management Software

    Posted 12-06-2018 14:04
    Nathan,

    I am glad you posted this. We are on Spectrum and currently vetting out Concur and Chrome River. We used to use Comdata and their product called CEMS. They went away from that and developed Expense Track, which I have heard good and bad things about.

    Both Concur and Chrome River have easy to use mobile apps that would allow the cardholder to take a picture of a receipt and upload. You can code the transactions in their systems as well. Those receipts then marry up to charges. We are planning to then download all data from either Concur/Chrome River and upload into our job costs with receipt images as an invoice to go thru approval routing in our ERP, Spectrum.

    I would love to see more responses on this from customers!

    Thanks,

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    Melia Pence
    Staff Accountant - AP Manager
    Garney Construction
    Kansas City, MO
    mpence@garney.com
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  • 4.  RE: Expense Management Software

    Posted 12-07-2018 11:31
    ​We are a Concur user and also use Spectrum.  We implemented Concur about 2 years ago and it is working well for us.  It streamlines the accounting through importing and posting coding and images into our Accounting system.  It also works great for our traveling employees as they can snap a picture of a receipt on their phone.  Concur has OCR capability and reads the receipts and automatically loads into their expense report for them.  We average roughly 600 expense reports per month.

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    Ron Heemstra
    Controller
    Interstates
    Sioux Center IA
    (712) 722-1662
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  • 5.  RE: Expense Management Software

    Posted 04-08-2019 11:29
    We also use Concur and I would be interested to hear how you are using it to OCR receipts and port that into an expense report. I don't see that capability in the Concur version we are using. Thanks,
    Matt

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    Matt Van Fossen CCIFP
    Vice President
    Rosendin Electric Inc.
    San Jose CA
    (408) 321-2280
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  • 6.  RE: Expense Management Software

    Posted 04-19-2019 12:13

    Hi Ron,
    Would you be available to chat about your expense report solution for a few minutes? I am interested how you've integrated the OCR and expense reporting with your ERP. Thanks, 

    Matt
    408-321-2280



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    Matt Van Fossen CCIFP
    Vice President
    Rosendin Electric Inc.
    San Jose CA
    (408) 321-2280
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  • 7.  RE: Expense Management Software

    Posted 04-30-2019 12:12
    We also implemented Concur for all expenses, both reimbursable and corporate credit card at my former place of employment. Take a picture with your phone/tablet and attach. once you get over the short learning curve (for field people that's actually doing the work instead of handing it to someone else!) everybody loves it. Flat file you can upload into your accounting system. Best to configure a report for upload and a report for backup that's readable for audit purposes during the setup.

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    Deborah Wolkoff CPC
    Controller
    Bering Straits Native Corporation
    Anchorage AK
    (907) 334-8329
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  • 8.  RE: Expense Management Software

    Posted 05-01-2019 11:47
    We are a large CG and have used Chrome River ("CR") in conjunction with Amex for 3+ years and have had a great experience with it.  It is very customizable and can be used on any device, for input/coding, review and approval.  We like the feature that allows our expense owners to take a picture of their receipts and send them into the system, which then marries to the card charge when it posts in CR.  We process all of our expense reimbursements, such as mileage, per diems, etc. in CR, as well. All expenses in and approved on Tues/Thurs are sent via ACH to the EEs bank account (which they manage-admins cannot see) on Wed/Fri.  On those days we download a file from CR will all expenses (Card/Reimb) which is then uploaded into CMiC along with receipt images.  We have small Visa & Diners programs that feed into CR, as well.  We are now exploring an online booking tool for travel that has a link within CR and posts travel itineraries automatically.

    If you would like to discuss further, please give me a call.

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    Brenda Schertz MBA - Corporate Finance
    Treasurer
    The Beck Group
    Dallas TX
    (214) 303-6620
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