Travel & expenses

Procurement vendors - e purchasing - SRM software - strategic sourcing | Ivalua > Products > Buyer > Travel & Expenses

Standardize the validation of travel and expense reports
Enforce company policy on business travel
Control travel budgets and analyze business expenses

The travel purchases and expense report module of Ivalua Buyer is an integrated tool that automates and optimizes the entire decision chain and processing of expense reports.

With a user-friendly interface, the tool delivers significant time savings to users, including employees, purchasing and accounting teams.

Thanks to reporting and analysis functions, opportunities for expense reductions and supplier negotiations can quickly be identified and implemented.

Finally, the solution offers great configuration flexibility, allowing the deployment of different business expense policies within the same company.

Deployment modes

Capture of expense reports

Flexible configuration of types of expenses reports and refund rates to date
Compliance with company ER policies (per diem or itemized expenses, with or without company-defined cap) with tracking of cumulative expenses by period
Cash advance management
Cost allocation templates for quick data input
Business credit card management

Travel purchases and agency/service provider invoicing

Invoice import configuration from multiple agencies/service providers
Validation of agency/service provider invoices associated with the current expense report
Comprehensive visibility of expenses associated with a business trip
Integration with the Ivalua Buyer Invoices module

Expense report processing

Configurable validation workflow by type of expense report
Integration with accounting tools for the generation of bookkeeping entries and sales tax management
Full visibility on expenses including a graphic analysis engine
Comprehensive reporting of discrepancies between reports and corporate policies

More efficient management of expense reports and travel costs in one integrated tool
Better control over expenses linked to business travel
Reduction of errors and fraud due to the electronic validation process
Better enforcement of the company travel policy
Comprehensive reporting that allows the identification of the main cost centers allowing better leverage and negotiation power with suppliers
Automated sales tax management

Rapid capture of expense reports, based on web 2.0 technologies
Configurable visual validation workflows, including an alert system
Flexible configuration of refund rules by user group
Integration of travel agency invoices and reconciliation with expense reports
Multi-criteria sales tax calculation engine

Ivalua’s teams and consulting partners provide the skills and expertise necessary for the successful deployment of Ivalua Buyer. We work hand in hand with our clients to ensure rapid and sustainable adoption by internal users and suppliers.

Design and configuration

Working with customer requirements, Ivalua’s functional experts operate in close collaboration with the client to configure the specific modules, approval workflows, alert systems, data import/processing/export procedures, as well as the interface with other tools and the indicators and reports parameters.

Data migration

Right from the start of production, it’s important to migrate historical data to Ivalua Buyer to maximize the analytical potential of the system. Ivalua’s powerful ETL tool (extract, transform, load), expedites migration to mass transfer historical data from existing sources (Excel, ERP, etc.).

Integration

With over a dozen different ERP/accounting systems already integrated, our pre-configured connectors provide multiple points of integration for all major ERP/accounting systems in the market with the availability of customization to fit any client’s specific requirements.

Training

In addition to the application documentation and existing help screens, Ivalua and its partners offer on-site training and e-learning courses adapted to each type of user group.

Acquisition

The software is licensed and installed locally by the client. The client’s IT service takes charge of the administration of the application. They can subscribe to the application maintenance and user support services provided by Ivalua as they see fit.

SaaS

Ivalua’s SaaS model includes the deployment, maintenance and the hosting of the software within a customer account through our hosting partner. This comprehensive service is offered over a contractually determined period for a monthly fee.

On Demand

On Demand deployments allow the client to subscribe to the same service as in SaaS, but over a much shorter time period and linked to a particular event: for example; RFQs, RFIs, or auctions. Therefore, pricing is established on an event-by-event basis and frequency of tool usage in order to manage these events.