Paper expense management is one of the last manual processes finance teams haven't fixed. Invoices are going electronic. Payments are automated. But employees are still collecting paper receipts and handing them in at the end of the month.
Industry estimates put the cost of processing a manual expense report at between €25 and €50, once you factor in staff time for collection, data entry, approval chasing and reimbursement. Multiply that by a field team or a group of regular travellers, and the number adds up fast.
Lost receipts are the biggest one. If an employee loses a receipt, the claim is either denied or approved without documentation. Late submissions create unpredictable cash flow. Approval chains run over email with no visibility into where something is stuck. The finance team spends time on work that could be automated.
An employee takes a photo of the receipt at the point of purchase. They fill in a short form on their phone: cost center, category, payment method. They submit. The expense goes into the approval system immediately, treated as an invoice. It is reviewed, approved and queued for reimbursement without any paper changing hands.
Yes. Mobile expense tools designed for business handle multiple currencies with automatic conversion. An employee paying for a client dinner in a foreign currency submits the receipt in the local amount, and the system converts it based on the exchange rate.
The submitted expense goes through the same approval and accounting code workflow as any other incoming invoice. Approvers get notified. The approval record is stored. When approved, it is ready for payment. The finance team gets structured data from the start. No re-entry needed.
UnimazeGo is Unimaze's mobile expense app for iOS and Android.
Employees photograph receipts, complete a short form and submit. The expense enters the Unimaze platform as an invoice. Customers with Approver and Booking Rules activated get the same workflow as any other document, routed to the right approver and booked automatically.
Without those add-ons, the expense goes straight into the ERP system. The finance team gets clean data. The employee gets a faster reimbursement.
Routing an expense through UnimazeGo costs a few euro cents per invoice, a small fraction of the €25 to €50 industry benchmark for processing one by hand. Scaled across a field team or a year of travel expenses, that gap turns into real savings.
