Digital expense claim processing
Leave time-consuming expense claims processes behind and make claims simple and fast for your team. Fully tailored to your organization’s needs, our solution eliminates paperwork by streamlining the entire process – from submission to approval and booking.
Smart claiming,
effortlessly arranged
Claiming should be easy and fast. With our software, ImageCapture, you submit your receipts digitally via your mobile, tablet or PC. No more worries about lost receipts or errors due to manual work – everything is processed automatically. Your approvals run smoothly via a digital workflow, and you always have insight into your expenses. That’s how you stay in control, without any extra work.
Fewer errors, more convenience
No more errors due to manual work. You declare digitally via your mobile phone or desktop, and approvals are conveniently arranged via a smart workflow. This ensures that you always have a grip on your expenses.
Efficient and time-saving
You will no longer have to worry about paperwork. With ImageCapture, you and your colleagues simply submit receipts and everything is processed automatically. Payouts are faster and hassle-free.
Always insight, everything in one place
Thanks to the integration with your financial system, you can immediately see which claims are open. All data is securely stored in a digital archive, so you can always look back if needed.
Coding
Booking
Approving
Archiving
Success!
Importing
Smarter, faster and easier
Discover how our solution simplifies and speeds up your daily tasks. With smart technologies and intuitive design, you’ll get off to a flying start effortlessly.
Efficiency and time savings
From submission to booking and filing, everything runs smoothly without manual steps.
Claims are easily submitted and automatically booked, saving employees and administration time.
Master data and bookings are processed seamlessly through the core application without additional manual input.
Accuracy and error reduction
Incomplete or incorrect claims are flagged immediately, preventing errors.
Automatically generated proposals ensure accurate coding and processing.
Streamlines approvals and reduces the likelihood of errors in the process.
Control and transparency
All actions are recorded for complete transparency and compliance.
Managers get instant access to pending and approved claims via workflow.
All claims are securely stored and easily retrieved for audits or reporting.
Schedule a no-obligation demo and get to know Scan Sys
Experience how automated invoice processing makes your finance administration more efficient.
Integrate with all financial and ERP systems
Scan Sys facilitates seamless integration with specialized solutions from the market. This allows all the software you use on a daily basis to be effortlessly connected.
Customer experience
Arie Bouman Tuinplanten simplifies claims processing
“The insight into employee expenses is now much better.”
– Joost Korporaal, Project Associate at Arie Bouman Tuinplanten
These firms also work with Scan Sys’ software
Frequently Asked Questions
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How are credit card expenses processed within the claims process?
Credit card expenses are processed based on collective invoices provided by the credit card company. These invoices contain all expenses incurred and are categorized through the system and assigned to the appropriate projects or cost centers.
The system does not yet offer a direct link to credit cards, but fully supports the processing of collective invoices.
Is it possible to link corporate debit cards to the system?
Yes, we offer dedicated business debit cards that integrate directly with ImageCapture. These cards are fully optimised for seamless processing within our claims flow.
Transactions are automatically recognised and linked to the correct projects, cost centres or administrative data, completely eliminating manual entry.
Can expenses be linked directly to specific projects or cost centres?
Yes, while submitting a claim, the user can directly select projects, cost centres or other administrative codes.
The system automatically retrieves this data from the linked core application, such as an ERP or financial system, so that everything is booked correctly and consistently.
How does the system handle foreign currency and exchange rates?
ImageCapture supports expense claims in foreign currencies. Exchange rates can be entered manually or retrieved automatically via linked systems.
The system converts the claim to the desired currency and attaches any additional documentation, such as receipts, for verification.
Is there any possibility of processing claims that are partly private and partly business related?
Yes, the system provides the ability to split claims into business and private parts. During submission, the user can indicate which part is business and which is private. This is correctly processed in the accounts so that only business expenses are reimbursed.
How soon do employees get paid?
Once a claim is approved, it is automatically transferred to the financial system for processing. Depending on the payment cycles within your organisation, employees can receive their reimbursement within a few days.
The automated workflow eliminates unnecessary delays, making disbursements fast and efficient.
Want to know more about expense claim processing?
Leave your information with ons, and we’ll be in touch!