Imagine this: stacks of crumpled receipts, fading ink, and the endless task of tracking approvals and calculations. Expense reimbursement shouldn’t feel like navigating a paper maze. It’s time to say goodbye to paper receipts and switch to Meckano’s digital expense reimbursement management system. Meckano – more than just a time clock. Gone are the days of filing cabinets and misplaced receipts. With a digital expense management platform, employees can leave behind the hassle of paper receipts. Instead, they can take a picture of their receipts using their smartphones, instantly digitize expenses, and eliminate the risk of loss or financial errors.
A digital expense reimbursement management system offers significant advantages over manual or non-digital methods. Here are some of the key benefits of using a digital platform for expense reporting:
Employee Satisfaction: Streamline the expense reimbursement process, reduce delays and manual calculation errors, and eliminate employee frustration. Employees can easily scan their receipts (expenses) using their mobile phones, and reimbursements are automatically processed through their payroll.
Information & Data Management: The system enables the collection, storage, and management of data in a centralized and accessible manner, so that you can track expenses in real-time and streamline financial management.
Accessibility: Digital receipts are accessible anytime, anywhere via mobile devices or computers, making it simple to manage and submit them to the appropriate recipients.
One-Click Expense Analysis: Our system allows users to gain a clear and comprehensive view of their expenses quickly and conveniently. The one-click analysis can include summaries, total expenses over a specific period—such as the current month or any custom timeframe—and detailed breakdowns by categories like meals, travel, entertainment, fuel, transportation, and more.
Enhanced Compliance: Ensure adherence to financial regulations and simplify audits with well-organized digital records.
Increased Productivity: Free employees from manual data entry and tracking paper receipts, and allow them to focus on strategic tasks. All documents (receipts) are securely stored for 7 years, so there is no need to retain physical copies in accounting.
Time and Resource Savings: No more manual sorting or tracking of paper receipts—saving significant time and resources for your team.
Environmentally Friendly: Digitalization significantly reduces paper usage. Today, many businesses send receipts via SMS, allowing employees to upload them directly from their mobile devices to the system—helping to protect and preserve the environment.
The Meckano attendance management system includes a fully integrated expense reimbursement module, providing comprehensive coverage of the workday for a wide range of operational workflows. Employees can report their clock-in and clock-out times while simultaneously submitting expense requests through a self-service portal. Expense requests are fully visible within the system: travel reimbursements, meals, car rentals, and even flights. The integration of expense reimbursement with time tracking is natural and comfortable, allowing managers to view not only the hours worked but also where the work was performed. The combined attendance and expense reimbursement report enhances the overall system experience, eliminating the need for “envelopes” and reducing the back-and-forth with the organization’s accounting offices.
First, log in to your Meckano attendance management system. From the main menu, select “Add-Ons“. On the “Add-Ons“ page, click “Add“ under the Expense Management module. That’s it! Your Expense Management system is now active and ready to use.
To submit an expense, employees need to log in to the Meckano attendance management system at: app.meckano.co.il and navigate to “Employee Card” > “Expenses.” There, they can fill in all relevant details: expense category (e.g., flights, hotel accommodation, entertainment, fuel, etc.), date of the expense, invoice number, amount, and attach the corresponding invoice.
The system allows employees to select the type of expenses they wish to claim from a variety of expense categories: car rental, fuel, transportation, meals, office supplies, flights, parking fees, hotel accommodation, and more.
The system enables employees to view an expense summary, organized by invoice date, invoice number, category, description, and amount in the relevant currency. Employees can also filter expenses by type, and export a detailed Excel report of their expense claims, including a summary of expenses by currency type.
The system administrator can view all expense reimbursement requests by navigating to “Reports” > “Expense Reimbursement”. It is possible to select a relevant date range to filter the display, and export the report to Excel, including a summary of expenses by currency. Additionally, it is possible to view reimbursement requests for specific employees. To do this, go to the “Employee Tree”, select the relevant employee, and click “Expenses” in the left-hand menu. This will display all expense reimbursement requests for that employee, which can also be exported as a personal report.
Handling expense reimbursements manually takes up valuable time, creates unnecessary confusion, and often leads to mistakes. A digital reimbursement system allows for clear tracking, full transparency for employees, quick and simple reporting, and stronger financial oversight. Together, these lead to greater efficiency and significant savings in both time and resources.
Employees report their expenses directly through the system, using either a computer or a mobile device. They can take a photo of the receipt, enter the necessary details, and submit the request for approval. There’s no need to gather physical receipts or fill out paper forms – everything is handled digitally, quickly, and in real time.
Meckano’s expense reimbursement system allows to report a wide range of reimbursable catagories: travel, fuel, airfare, accommodation, parking, meals, car rental, office supplies, and more. Every report is organized and securely backed up in the cloud.
The benefits include saving time and reducing errors, uploading receipts from your mobile device, analyzing expenses with just a click, supporting environmental sustainability, accessing the system from anywhere, compliance with regulations, and securely storing data for up to 7 years.
A digital expense reimbursement system provides: real-time tracking and oversight, simple reporting directly from your mobile device, secure cloud storage for documents, compliance with regulations, full transparency for employees, expense analysis by category, employee, or time period, and easy export to Excel.
Certainly. Employees can view their expense reimbursement report organized by date, category, amount, and currency. The report can also be filtered by expense type and exported to Excel.
Meckano integrates its attendance system with the expense reimbursement module, allowing managers to view employees’ working hours alongside their reported expenses for the same day. This provides a complete overview and makes tracking both work time and expenses more convenient.
You can choose which features will serve your business best, in addition to the time clock.
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