Accounting Controls

Eliminate Manual Data Entry with Certify
Many accountants are dealing with thick stacks of paper expense reports every month. That’s a lot of data entry to handle -- and ample room for error and misinterpretation.
The employee might have entered the wrong department code or placed data in the wrong column. Monday’s dinner is included with Tuesday’s breakfast and accounting has to try and clean it up. The VP of Sales keeps spending 50 percent over the limit on dinner, and thinks he is somehow above the rules. Somebody’s got to call the guy to discuss it, and finance sure doesn’t want to do it.
Wouldn’t it be easier if the employee could take care of the data entry? And better yet, if the system did most of that entry for them, checking against company rules along the way?
That’s what Certify does. Using our innovative ReceiptParse® technology, several methods of electronic receipt capture, intuitive workflow wizards and automatic processes, an employee can upload receipt images and have the system create a report for them. Here’s how:
Accounting flagged expense
  • Certify auto-fills details for each expense in the online form from the electronic receipt.
  • Certify flags any items that violate company T&E policies, such as missing receipts based on company-defined receipt requirement thresholds, reports submitted too late or items exceeding spending limits.
  • Managers and accountants can then handle any policy violations more objectively. A simple comment next to the item will usually suffice: "Sorry Michael, the system says this isn’t allowed. Please review our policies, thanks!"
  • And those pesky little departmental and extended general ledger codes? Certify stores employee data in the system and adds it to the expense report, allowing employees and managers to specify values linking expenses to projects, customers, prospects, and more.
  • Accountants are no longer reviewing and cross-checking every line item, but finally have time to manage exceptions. Should we let that missing receipt slide? Should we give this employee a warning about his repeated policy violations? Should we reimburse this chronic offender for only the approved expense amount?
Manual expense processes can cut into the company’s bottom line. Maximize your company’s productivity by freeing your Sales teams from the burden of paper-based expense reporting. Reduce the burden on your accounting staff and let Certify do the heavy lifting for your business.
Here’s one more benefit: customers who have been using Certify for a while notice subtle behavioral changes in their workforce. People become more aware of their spending and make better choices that save their company money. This makes finance people happy, and their bosses even happier.