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    Autonomous Management · Finance and cash

    Autonomous Expense Management

    Expenses of employees, partners, board members and the company itself are handled in one structure. Several documents go into a single Expense Form and VAT is calculated automatically. Approved expenses are paid or deducted from a business advance, and their records are created on their own.

    Works in every package together with the related module. In NUCLEO, accounting records go to your accountant by data transfer.

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    How it differs from other ERPs

    The same work, done two different ways.

    In other ERPs

    • Each expense document is entered on its own and the supporting paper is filed separately.
    • The VAT base and VAT amount are worked out by hand.
    • Approval runs by e-mail or on paper, and payment is made separately later.
    • An employee’s expenses are offset against their advance by hand, and the remaining advance is tracked elsewhere.
    • Project spending is added to project cost by hand afterwards.

    In Factorbooks

    • Several documents are recorded in one Expense Form, together with their attachments.
    • Amounts are entered with or without VAT. The VAT base and VAT are calculated automatically.
    • The expense goes through the defined approval steps and then moves to payment or advance offsetting.
    • Approved expenses are deducted from the business advance automatically, and the remaining advance is visible.
    • Project spending is linked to the project and included in its cost.

    What happens when an employee with a business advance enters expenses?

    From opening the form to the accounting record, these steps run on their own.

    1. The expense form is filled in

      The employee enters several documents in one Expense Form and attaches the files.

    2. Expense type and VAT are set

      An expense type is chosen for each item. Amounts are entered with or without VAT, and the base and VAT are calculated.

    3. The expense is approved

      The form goes through the defined approval steps.

    4. It is deducted from the advance

      The approved amount is deducted from the employee’s business advance automatically. The remaining advance stays visible.

    5. Records are created

      Expense, VAT, payment and advance offset records are created together with the related processes.

    Which work runs autonomously?

    You enter the record; Factorbooks does the work below for you.

    The expense form

    Several documents in one form
    Several expense documents are recorded in one Expense Form and managed together.
    Attachments
    Related files are attached to the form, so each expense is tracked with its supporting document.
    Expense type per item
    A different expense type can be chosen for each item in the same form, so different kinds of spending are classified separately.
    Service card control
    Purchased Service Cards decide which services can be chosen in the Expense Form.

    VAT and records

    VAT calculation
    Amounts can be entered with or without VAT. The VAT base and VAT amounts are calculated automatically.
    Financial and accounting records
    Expense, VAT, payment and advance offset records are created in line with the related processes.

    Personal, company and project expenses

    Employee and management expenses
    Employees, partners and board members create their own expenses.
    Company spending
    Spending through commercial deposit accounts, credit cards and cash accounts is recorded and tracked in one place.
    Expenses per project
    Project spending is linked to the related project and included in its cost.

    Approval, payment and advances

    Payment after approval
    Expenses go through the defined approval steps. Once approved, they are paid or offset against an existing business advance.
    Automatic advance offsetting
    An approved expense is deducted from the business advance balance by the amount spent. The remaining advance is tracked.

    What it gives your business

    • Time savedSeveral documents go into one form and the calculations are done automatically. Repeated work goes down.
    • Reliable recordsExpense type, VAT calculation and supporting documents are kept together. The risk of manual errors drops.
    • An orderly approval processChecking, approving and paying expenses run in order through digital approval steps.
    • Correct VAT and expense amountsThe VAT base and VAT amounts are calculated automatically, which makes accounting easier.
    • Automatic advance offsettingApproved expenses are deducted from the business advance, which makes open advances easier to control.
    • All spending in one placeEmployee expenses and company spending by bank, credit card and cash are tracked together.
    • Control over project costTracking expenses per project supports budget control and the review of project profitability.
    • Easier reporting and auditsExpenses can be reviewed by person, expense type, project and period. Because they move to payment or offsetting only after approval, the risk of double payment drops.

    The Factorbooks approach

    In Factorbooks, expense management is more than recording spending. Receiving the document, choosing the expense type, calculating VAT, approval and payment, offsetting the business advance and posting all run on their own and stay connected.

    Modules where this runs

    The autonomous process described here runs inside the catalog modules below.

    Frequently asked questions

    Can we enter amounts including VAT?

    Yes. You can enter amounts with or without VAT. The VAT base and VAT amount are calculated automatically.

    Can company card spending be entered too?

    Yes. Spending through commercial deposit accounts, credit cards and cash accounts is also recorded and tracked in one place.

    What if the employee has a business advance?

    The approved expense is deducted from the existing business advance balance by the amount spent. The remaining advance stays visible.

    Other autonomous modules

    All autonomous modules

    See it with your own data

    We will set the scope and the package together, based on your transaction volume.

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