Modern professional expenses management for student groups

Labels, terminology, notifications, status and request types can all be configured to match your processes to aid familiarity for users:

• User permissions
• Approval thresholds
• Cash advance return window
• Email notifications, content and reminder
• Requisition accrual period

1. 1. A society member raises a reimbursement request, they have a choice of payee (self, third party) and payment method (e.g. cash, BACS, credit card), a choice of accounts is prefilled from the finance system, and receipts can be uploaded as evidence. The request can optionally be linked to one of the society's events.
2. 2. The request can be saved as a draft, edited further, or submitted.
3. 3. Any number of additional line items can be added to the request, each linked to a distinct account.
4. 4. Upon submission the requester can choose to notify a specific approver, or opt to notify all potential approvers. It's possible to configure multiple approval stages (for example Committee level, Staff level)
5. 5. The status of a request can be viewed at any time via the club or society accounts dashboard...
6. 6. ...or by searching the requests
7. 7. The approver can view all request details including a full audit history. A request may be approved, rejected, or referred back to the requestor
8. 8. When referred the approver adds notes to explain why they are unable to approve the request
9. 9. These notes are included in the notification email, and also appear when the request is viewed as a notification at the top of the page and in the audit history
10. 10. Finally, once the request has been approved the final step is to mark it as paid (once the student has been paid of course!)

Integrate with your financial management system utilising a data feed to read in up-to-date balances, or run the module from a starting balance and a one-off import. Alternative currency formats (in place of GBP) can be used to meet the organisation’s preference.

Digitise income, expenditure and transfer forms, including processes for purchase requisitions, cash requests and sales invoices, for simple, error-free submission.

Use for money requests, purchase orders and sales invoice – additional request types can be configured according to the organisation’s requirements.

Permissions are set for individuals in roles to raise, edit and approve requests and can be applied globally or by type/category.

Configurable permissions for staff and committees allow those users to make a request, allow approval up to a certain amount or cumulative amount, allow approval at any level and some editing of requests post-approval.

A full audit trail of actions is provided for each request detailing date, time, activity and requester.