Expense Management Software
Streamline and simplify
your Expenses
The 123-Works online expense management system makes expense management easy with intuitive self-service forms, clear reporting and easy to use approvals process.
A cloud solution offering a tailored approach to expense management for organisations of all size while addressing the needs of today's workforce.
Expense Management
From the ground up we've built the expense management system to be as easy and quick to use as possible with the system doing the hard work meaning you can focus on your priorities rather than struggling with paperwork, emails and spreadsheets.
The 123-Works expense system is a focal point for employees, managers and HR teams to record, approve and report on your team's expenses and allocate these to project costs. Cloud-based, 123-Works secure expense management system is available on any device 24/7 making it suitable for office field-based and remote workers alike.
Empower your employees today with smarter tools for a modern workplace.
Managing Expenses
Whether you're an individual looking to control your day-to-day expenses while working with clients, a small business or giant global company we have the tools to make your expense managemenet seamless.
Expense Categories
We've preset your system with a host of popular expense categories to get you started but you're free to add your own as necessary. Your employees can select travel, subsisdence and many other categories.
Mileage
Just enter postcodes to auto-calcalate the mileage. Tick the 'return journey' to double the mileage claim. Configurable mileage rates can be assigned to all users or specific individuals.
Cost Analysis
Expenses can be assigned against projects/contracts and multi-company recording is also available
Favourites
If you have regular trips and other expenses then these can be saved a favourites and recalled into future claims
Validation
Each expense includes a traffic light indication and validation to ensure that receipts have been uploaded
Approving and Notifications
On submitting the expense into a workflow, a PDF snapshot is created for the user. Setup an Accounts team to enable them to make changes to the expense claim or fix cost analysis/VAT rates prior to approval to payroll.
Reducing the effort required by managers to check and approve expense requests, the system will automatically validate all requests based on business requirements.
Fremium users are automatically setup with basic approval handling and your service users will be notified when their absense request has been approved or rejected. Upgrade to include workflows to enable multi-stage approvals.
One-click is all it takes to approve or reject a expense request and all actions are recorded for auditing. Employees will see their approved holiday on their calendar and any rejected requests can be edited and re-submitted as appropriate.
One-click Approvals
Reporting
Our advanced reporting system makes it easy for managers and HR professionals to find the information they need, track staff absences online and other greate feautures to help run your organisation and improve outcomes for all.
We provide the tools for service users to view their previous expense both tabular, graphically or on a calendar. Managers can see at a glance how much expense allowance is outstanding for individuals, teams and the organisation as whole as well as staff cover during busy periods.
Expense claims can be exported to your accounts system via our API
Information is everything
Access & Security
Users can access the system on any device - mobile, tablet and desktop and therefore can book their expense anytime convenient to them. No need to be in the office, the system is available 24/7 providing a true self-service solution for your expense management requirements.
Service users a protected by 2-factor authentication with a fully secure setup using the latest cloud technology
Safe, Secure and Accessible
Customisable
All of our products are built for enterprise-level applications and then scaled to suit the size of your organisation by removing unecessary features and focusing on what matters to you. It's easy to upgrade your 123-Works account as business requirements grow to encompass more advanced features already waiting for you.
Setup mileage rates, expense categories, projects and more.
Fully scalable to suit small, medium sized and enterprise-level global organisations requiring advanced features like multi-company/regions and allocation to contracts/projects
Scales to suit your organisation
