Access Evolution and Access Intelligent Forms Suite: Speed Expenses Processing with Online Forms and Workflow
The limitations of paper forms and manual workflow make processing expense reports and receipts time-consuming and frustrating for employees and your accounting & financials team. Documents are easily lost, reimbursements can be slow and data is stuck on paper forms. Then there are the financial and environmental costs of processing paperwork.
Organizations like yours are overcoming these challenges with Access’s travel and expense automation solution, powered by Access Evolution and Access Intelligent Forms Suite (IFS).
Access Evolution: Paperless Forms and Workflow Automation
With Access Evolution, an employee selects a travel and expense form in your company portal, and Evolution pre-fills it with that individual’s information. They can also select a project or job associated with the expenses to map even more intelligent data onto the form. The employee then adds additional details, and attaches scanned receipts or digital copies. Next, he or she routes it through paperless workflow for the appropriate approvals.
Upon approval, Access Evolution extracts data and uses it to update the appropriate record in the accounting/financials module of your enterprise resource planning (ERP) system. Evolution also sends a notification e-mail to the appropriate team member/s to start the reimbursement/accounts payable (AP) process, and auto-indexes a copy of the forms in your document imaging or enterprise content/document management (ECM/EDM) system for easy review.
Benefits of this proven forms and workflow automation solution include:
- Create a seamless, paperless process
- Improve employee satisfaction by speeding reimbursment
- Introduce a standardized workflow that is easily tracked and meets compliance standards
- Boost staff productivity by eliminating processing of paper forms and document loss
- Simplify information sharing between employees and the accounting & financials team
- Collect validated information and interface it directly into business system records
- Archive copies of forms in the ECM/EDM system via native integration
- Safeguard the privacy of confidential information
Access IFS: Forms on Demand with Intelligent Data Mapping & Barcoding
Using Access IFS, an employee can log into your company portal, select a time and expense form and print it with barcodes and the employee’s information applied. Upon completion, the employee scans the form and it’s auto-indexed with his or her record in your accounting/financials system via native integration with the ECM/EDM system. It can then be routed through electronic workflow (along with receipts) for rapid approval.
Benefits of this proven forms on demand solution include:
- Minimize the financial, productivity and environmental costs of pre-printed paper forms
- Speed expenses submittal and reimbursement
- Improve access to travel and expense forms, regardless of employees’ location
- Ensure every expense report and receipt is associated with the correct business system record
- Bridge the gaps between your financial and ECM/EDM systems