Transforming People Operations: The Power of Cloud-Based HR Software
Employee reimbursement management has, in the past, been one of the most time-intensive and laborious administrative processes. From gathering receipts to manually contacting status approval, these are the old-fashioned methods that take a lot of time and infuriate finance teams and employees themselves.
To facilitate this process, XeDigital’s Claim Management System is a cost-effective solution that integrates online filing, multiple approval levels, and automated email reminders to make the reimbursement process intelligent, quicker, and simpler.
Step Into the Future with Online Claim Submission
The initial move towards digitalization of expense claims is away from paperwork. XeDigital has an online filing of claims option where employees can file their expenses online through well-structured, intuitive digital forms.
For meals, accommodation, travel, or other miscellaneous spends, the employees can:
- Enter the project name, date, and meeting goals.
- Choose the type of claim from given options.
- Attach supporting documents such as receipts or bills in supported file types.
This innovative method evades delay and confusion that typically follow normal reimbursement procedures.
Save Now, Submit Later: Built-In Flexibility
XeDigital’s system is aware of the nature of working environments. Employees do not always have everything within reach. That is why the “Save” feature permits them to prepare and save a claim with any missing information.
This claim can be reopened, renewed, and resubmitted later whenever all information necessary is ready—providing flexibility without sacrificing completeness.
Multilevel Approval for Better Governance
Another of the most obvious aspects of XeDigital’s claim management system is its multi-level approval feature. It makes sure that each reimbursement claim is approved by the concerned authorities as per your business policy configuration.
- First-Level Approver: Normally reporting manager, approving expense’s necessity and purpose.
- Second-Level Approver: Usually senior manager, HR, or Head of Finance, who verifies against policy and budget limits.
Such rule-based process not only imparts responsibility but also decreases chances of unauthorized or wrong approvals.
Real-Time Email Notifications for Transparency
The classic criticism of paper-based reimbursement cycles is that they are non-transparent. Employees usually have absolutely no idea what is happening to their claims. XeDigital dispels the mystery using real-time email notification.
Employees and approvers receive email notifications at every material point:
- Confirmation on submission
- Approvals or rejection
- Information requests
- Ultimate status with personalized remarks
These reminders inform everyone and create instant action, with more transparency and confidence in the company.
Tagging Expenses for Clearer Tracking
Using XeDigital, employees can tag expenses using project title, department code, or meeting title. Tagging in a systematic manner is beneficial to businesses as it:
- Enhances tracking of budgets
- Facilitates detection of trends or anomalies in claims reimbursement
- Provides segmented decisions based on information
Such exposure turns out to be beneficial on the happenings of audit or budget analysis.
Fast Processing with Document Uploads
To facilitate quick approval of claims, the system supports employee upload of receipts, invoices, or supporting documents into the claim form. Document types supported enable easy scanning or uploading of any required proof without hassle.
This means:
- Less to-and-fro approvals
- Less missing documents
- Quicker validation and processing of claims
How the Claim Management Process Works
Here’s a step-by-step overview of how XeDigital’s claim process flows:
- Log in to the employee portal.
- Navigate to the Claim Management
- Click on “Add New” to initiate a new claim.
- Fill in all relevant details: date, project, meeting purpose, etc.
- Select the claim type: Travel, Food, Accommodation, or Other.
- Upload the invoice or billing documents.
- Add any custom remarks for further clarification.
- Choose to either Save the form as a draft or Submit it for approval.
- Once submitted, the claim goes through multi-level approval based on your organization’s policy.
- At each step, both approvers and employees are notified via email to remain updated.
Approvers can approve, reject, or return claims with comments for re-submission.
Why It Matters
Maintaining employee expenses in check is imperative to operations success and employee satisfaction for any business in the world today. XeDigital’s claim management solution provides tangible value by:
- Minimizing human errors
- Accelerating the processing
- Enhancing transparency and control
- Forging employee trust in reimbursement programs
It is also the last thing on your finance and HR staff’s mind so they can focus on more advanced tasks instead of being bogged down with forms and paper reminders.
Explore More with XeDigital
XeDigital is dedicated to enabling businesses to do more with technology that automates internal processes and maximizes productivity. Our Claim Management System is a small component of how we infuse automation, precision, and simplicity into routine business processes.
Regardless of your requirement to automate paperwork, meet policy, or simply make it simpler for your staff—XeDigital’s solution is the solution.
Need to streamline your claims process? Reach out or inquire now and discover how XeDigital can revolutionize your reimbursement process.
