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Employee Expense Management

Employee Expense Management Software lets you track, audit and report on expenses claimed by employees, departments or projects.

Expense Management Solution image
  • · •Automate Expense Claim Processes
  • · •Allow Employees to Submit Expenses
  • · •Reduce Manual Errors
  • · •Track and Monitor Expenses
  • · •Standardise Expense Policies
  • · •Generate Reports

Softworks Employee Expense Management Software is a powerful tool that eliminates the laborious and costly task of manually collecting and processing paper expenses.

Allow your organisations to track, audit and report on expenses claimed by employees, departments or projects. Reduce the time spent in submitting expense sheets and speed up the reimbursement and approval process.

Benefits of Employee Expense Management Software



Automate expense claim processes, cut out time-consuming paperwork and reduce processing costs.

Expense Submission

Allow employees to enter their own expense details and enable management to approve or reject submitted requests via the same system.

Error Reduction

Reduce manual errors, increase accuracy and improve efficiency and productivity.


Track and monitor expenses by individual, group, department or project.


Allow your organisation to control and standardise various expense policies such as meal expenses, project expenses or travel & mileage expenses.


Generate reports quickly and easily for management intelligence as well as tax/audit purposes.

Expenses Types

Travel Expenses

Predefined multi-currencies – For the business traveller, predefined multi-currencies ensure there is no loss in exchange rates.

Defined limits – Ensure staff do not exceed set limits for specific expenses by establishing and defining limits or allowances.

Mileage Expenses

Captures mileage bands – Capture various mileage bands and rates and calculate the expense accordingly. Limits can be entered for particular employees and reports generated to highlight any exceptions to mileage limitations.

Meal Expenses

Automatic data capture – Reduce processing time by applying fixed expenses e.g. for employees who receive a daily fixed meal allowance or subsistence.

Project Expenses

Tracks billable expenses – Ensure projects do not exceed budget by using Softworks to keep track of billable expenses on a per project basis. Expenses can be easily viewed, approved, and amended.

Frequently Asked Questions

What is employee expense management software?

Employee expense management software is a tool designed to streamline and automate the process of managing employee expenses. It helps organizations efficiently track, review, approve, and reimburse employee expenses, providing a centralized platform for expense submission, review, and reporting.

How much does the employee expense management software cost?

Softworks pricing is determined by the size of your organization, with a one-time implementation fee. To get a quote, please click here.

How long does it take to implement employee expense management software?

The duration of implementing employee expense management software can vary depending on factors such as the complexity of the organization’s requirements and the size of the workforce. It includes activities such as software setup, data migration, customization, testing, and training.

To get an estimate – Contact Us!

Can employee expense management software provide Reports?

Yes, Softworks employee expense management software provides robust reporting capabilities.

It can generate various reports related to expense tracking, reimbursement status, expense categories, spending patterns, and more. These reports provide valuable insights into employee spending, help identify cost-saving opportunities, and support financial analysis and decision-making processes.

What types of expenses can be tracked?

Softworks employee expense management software can track a wide range of expenses, including but not limited to:

– Travel expenses (e.g., airfare, hotel, meals)

– Transportation expenses (e.g., mileage, car rentals)

– Meal and entertainment expenses

– Office supply expenses

– Conference and training expenses

What is the process of expense submission and claim?

With Softworks Expense Management Solution, employees can enter their own expense details into the system, attach digital copies of receipts, and submit expense reports for review.

The system includes workflow functionality, enabling managers to approve or reject submitted requests directly within the system.

This automated process reduces manual errors, increases accuracy, and speeds up the reimbursement and approval process.

Can employees submit paper receipts?

Softworks Expense Management Solution eliminates the need for paper-based systems.

Instead, employees can capture expenses digitally by attaching digital copies of receipts or invoices to their expense reports. This eliminates the need for employees to submit paper receipts and streamlines the entire expense management process.

How do managers approve expenses?

Managers can approve expenses within the Softworks Expense Management Solution using the workflow functionality.

They can review expense reports, verify compliance with policies, and either approve or reject the expenses directly within the system. The automated workflow ensures efficient approval processes and reduces the need for manual handling of paper-based expense approvals.

What We Do – The Softworks Story…

From Time and Attendance Tracking to a complete Workforce Management Solution…

What we have gained is better rostering, better control, comprehensive records, better reports and functionality to make changes or to test if proposed changes would work.

Bon Secours Health System

The automatic and to the minute Flexitime calculations and the automatic holiday calculations for employees have significantly reduced administration and manual tasks.


The System allows us to operate at multiple sites with the data being transferred to a central server.

Newbrook Nursing Home

Softworks has had a tremendous impact on the organization’s ability to be more efficient with time tracking, reporting, legislative compliance around confidentiality and privacy, and have better business outcomes.

Aids Committee of Toronto

Team leaders appreciate the fact that they can now plan more easily and that it’s much simpler to manage holidays and flexitime for their teams.

Fusion Antibodies

Employees find Softworks very user-friendly, they like the fact it’s easy to navigate and it’s updated in real-time, being able to check their clock cards and track actual time worked and bank time in lieu.

Aran Biomedical

Overall we are very happy with Softworks as it provides a much quicker and more accurate way of controlling everything from clock-in to wages payout and storing personnel information.


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Take the first step towards a complete workforce management solution. Talk to us today!