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Digital recording and management of expenses via mobile and web
Let Acubiz and Document People take care of all your expenses
With Acubiz, expense claims are processed digitally and efficiently:
- Take a photo of the receipt to record the expense.
- Please enter a few details – the type of expense and, if applicable, a comment. (The amount, country and currency are automatically extracted from the receipt using OCR technology.)
- The registration is finalised and submitted for approval.
- The approver checks the expense claim and approves it via Acubiz’s mobile or web application.
- The finance department receives the expense claim digitally and prepares it for posting in the web application.
- The transaction is posted and the expense is reimbursed automatically.
Digital recording and management of expenses via mobile and web
Purchases made using a corporate card in Acubiz
With Acubiz, staff expenses paid for using an employee’s company card are processed quickly and digitally:
1. Make a purchase using a corporate card as your payment method.
2. Take a photo of the receipt straight away and enter the purpose, as well as any relevant cost type, project, department or other details.
3. The registration process is completed by selecting “Company Card”, after which it is submitted for approval.
As the corporate cards are integrated with Acubiz, receipts and credit card transactions will be automatically matched in the system.
Digital recording and management of expenses via mobile and web
Mileage tracking in Acubiz
There are two ways to record the distance travelled on your phone – automatic tracking or manual entry:
1. Tap the plus sign at the bottom of the screen and tap the car.
2. Press “Start journey” when the journey begins.
3. Tap ‘End journey’ when you have reached your destination.
4. Fill in the relevant details – purpose and, if applicable, project details or comments.
5. Mark as complete and submit for approval.
The Finance Department receives the data digitally for export to the payroll system.
Digital recording and management of expenses via mobile and web
Recording expenses in Acubiz
It should be quick and easy for staff to record the expenses they incur whilst carrying out their work. This therefore also applies to the recording of subsistence allowances for business trips.
1. Tap the plus sign at the bottom of the screen and select “diets”.
2. Enter the start and end dates of your trip, the country, the destination and, if applicable, the project.
3. Select meals for each day of your trip.
4. Submit your meal log for approval by clicking ‘Submit’.
Digital recording and management of expenses via mobile and web
Project hours in Acubiz
Businesses have different needs and requirements when it comes to a solution for recording projects or cases. Acubiz offers two different modules for this purpose: Basic, for basic time recording, and Advanced, for detailed time recording.
1. Tap the Time icon (the little clock) at the bottom of the app, or tap the plus sign and then ‘time tracking’.
2. Select the relevant time-tracking category (either a general project category or specific projects).
3. Select either the number of hours or days, depending on your organisation’s setup.
4. Submit for approval by clicking “Report as complete”.
Advanced provides a better overview and structure of project hours, as it provides a better overview and structure of project hours.
