Managing expense claims can be a real headache: lost receipts, overly complicated procedures for small amounts, etc. In France, an average of €212 per employee goes unclaimed every year, which can lead to a drop in motivation that is detrimental to the company.
Anytime helps you find a solution to make your company's expense management more reliable and simpler.
Expense claim payment methods
Every company has its own expense policy. To avoid employees having to advance money for business meals or travel from their personal funds, there are several solutions:
Deferred debit card
Taken out by the company and attached to an employee account, the deferred debit card allows the money to be withdrawn the following month. This gives the employee time to obtain reimbursement of the sums advanced, on presentation of receipts, and avoids overdraft.
Employees must declare their expense claims on time to ensure that their account is funded before being debited the following month. Failure to do so may result in personal cash flow difficulties.
This solution comes at a price: an American Express Green card (the most basic) costs €95/year.
The company card
Linked directly to a company bank account, the corporate card draws directly on the company's cash flow.
The employee's personal cash flow is not at stake, and expenses are paid directly by the company.
On the other hand, it's complicated to refuse an expense after the fact, to demand reimbursement from the employee, and to make an accounting entry explaining this cash movement. Finally, cash withdrawals are difficult to track: what to do with the change when an expense has been paid in cash?
The Anytime solution: a tailor-made Mastercard for controlled spending
By opening a business bank account with Anytime, you can have up to 200 black or white plastic Mastercards issued for your associates, employees, sales staff, etc., and an unlimited number of virtual Mastercards.
All you have to do is order it online, from your Customer Area in the "Bankstore" section. You can choose to personalize the card with your name, the name of one of your employees or that of the company. The card is dispatched to your company's registered office, as indicated on your Kbis, and reaches you within 4 to 5 working days.
It is then activated with a simple click from your Customer Area.
Controlled budgets for your employees
You can define limits and budgets for each of your employees. If a limit is reached, the card is automatically blocked. You can also change these limits, block or cancel the card of your choice at any time.
You can schedule the amounts you need to fund your account each month. This way, you can ensure that your employees have access to the funds they need, without running the risk of having a payment refused.
Anytime offers Mastercard with direct debit, you receive notification of the expense in real time. You can choose to accept or cancel it by SMS, or from your Customer Area. In this way, you greatly reduce the risk of paying expenses that don't comply with your company's rules.
Access to the expense report management tool can be given to users, one or more managers and managers. Each level has specific rights.
When one of your employees leaves the company, you can cancel your corporate Mastercard with a simple click.
Supporting documents for expense claims
Since March 22, 2017, the tax authorities have given digitized documents the same value as paper documents. This is a revolution for companies, which can finally free themselves from the costs associated with storing and archiving all the supporting documents claimed in the event of a tax audit.
Expenses for food, accommodation and vehicles incurred in the interests of the company may be exempt from social security charges. You must also be able to justify them, otherwise they may be considered as additional remuneration or a benefit in kind, and charges will be billed on these amounts.
With Anytime, each user can save a photo of the invoice linked to the expense directly on the application. In this way, they are preserved, with no risk of loss or confusion.
Accounting integration of expense reports
The Anytime interface automatically creates a csv file containing all expense report parameters and receipts, ready for integration into your company's accounting system.
Anytime also takes care of collecting the VAT amounts, and sends your company a complete statement every month, enabling you to complete your VAT return, and considerably reduce the time spent managing your administrative obligations.
Accounting information can even be integrated directly into the following software packages: Quadratus, EBP, Cegid, Ibiza, Sellsy, Exact and Fiducial. Our technical team works daily to add new accounting software.
Using Anytime's expense management tool gives you a global, synthetic and accurate picture of your employees' expense budgets, so you can limit unnecessary spending and spot any abuse.
Anytime offers a 100% digital solution for dematerializing your expense reports, controlling your expenses in real time, and exporting your data in just a few clicks! All at no extra cost.
