Accounting & Audit
2020 Review of ExpensAble
Feb. 20, 2020
From the 2020 Reviews of Expense Management Systems.
ExpensAble Expense Management is a travel and expense management application from Insperity. ExpensAble is well suited for small to mid-sized businesses, offering two plans: Express, which is designed for businesses with less than 20 employees that need to file an expense report, and Corporate, which is better suited to larger businesses with more than 20 employees filing expense reports.
ExpensAble is an online application, with users able to manage expenses using a desktop or workstation computer. A mobile app is also available for both iOS and Android devices, with the mobile app offering the same functionality found in the web application.
Using the mobile app, users can snap a photo from their mobile device, which can then be uploaded to the application. All uploaded receipts are then stored in ExpensAble until an expense report is created when they can be attached to the appropriate report. In addition, users can opt to upload receipts to ExpensAble via email if desired.
ExpensAble offers two user roles: submitters and approvers, with the two roles frequently overlapping at times. Businesses can choose to use a single approver, or multiple approvers, with completed reports forwarded to the appropriate approver upon submission.
Users can access the Expense Report Summary dashboard to view the status of any expense report, with a running total of outstanding expenses displayed in the top right corner of the dashboard. Users can also view a summary total of expense reports that are being reviewed, pending, drafted, and rejected, with a link providing access to each report. Users can also create a new expense report directly from the Expense Report Summary dashboard.
ExpensAble offers multi-currency capability, with users able to choose their default currency option during the setup process. Integration with Google Maps allows users to easily track mileage using a mobile device, and the application also includes an odometer feature which allows users to calculate miles by entering beginning and ending odometer totals.
ExpensAble does not include travel expense management, but the application can integrate with other online travel booking applications, so that travel-related expenses such as hotel, rental car and airline costs can be managed directly in ExpensAble. A lodging assistant feature is also included in the application that scans and splits line items on hotel bills, placing each expense item into the correct expense category.
Automated credit card feed is included in ExpensAble, with users able to enter card details during the setup process, with the ability to attach multiple cards if desired.
Both business rules and approver workflow are created during the product setup process. All assigned approvers will receive an automatic email letting them know that an expense report is ready for approval. Approvers have the option to approve all items, and can return specific policy violations back to the original submitter for editing. All approved employee reimbursements are handled easily in ExpensAble, with employees able to be reimbursed via a regular payroll check or ACH transfer directly into their bank account.
ExpensAble allows managers and administrators to set a variety of business rules, which can include specific spending limits, reimbursement limits, and the exclusive use of specific vendors. A prepaid MasterCard option is also available in ExpensAble, where managers can preload the card with funds so that spending rules are adhered to.
ExpensAble does not automatically create an expense report, but does simplify the process, using smart lists that can be used to populate report fields. Users can easily attach all receipts and credit card expenses that have been previously uploaded to the application, to any created expense report, with other expense details able to be entered manually from the Edit Expense screen. All reports can be reviewed prior to submission, with any approved expenses forwarded on for reimbursement.
ExpensAble offers a good selection of expense analysis reporting options, with the ability to create expenses by employee, department, and expense category. All reports offer drill-down capability, and can be customized in ExpensAble as needed.
ExpensAble integrates with third-party applications such as QuickBooks, Sage products, Lawson, and Microsoft Dynamics NAV.
ExpensAble support is limited to email support, with a different contact email used for each plan, with support typically responding within 12 hours of the support request. Each support page also offers a good selection of FAQs, as well as access to various business-related guides on the Insperity website.
ExpensAble offers good expense management capability for small to mid-sized businesses. ExpensAble currently offers two plans: ExpensAble Express, which is designed for small businesses with fewer than 20 employees, and ExpensAble Corporate, for businesses with more than 20 employees. Pricing is available for both plans directly from Insperity.
2020 Rating – 4.5
· Offers two plans
· Good reporting options
· Automated credit card feed
· Does not create expense reports automatically
· No telephone support available
· Does not include travel expense management