Operating on behalf of Toyota Motor Corporation since 1985, AirFlite has been a leading name in the private aviation industry, setting new standards with its full service, fixed-base operation, offering the best in 24/7 private aircraft services and storage. Delivering service, quality, and reliability, AirFlite is looking to extend its operations to greater heights by improving productivity for its pilots and crew and achieving operational excellence by ditching its manual and tedious expense reporting system.
The Problem – Manual, High-Volume, Error-Prone & Time-Consuming Expense Reporting Process
AirFlite’s manual expense tracking procedure was tedious and hindered the efficiency of the team. Their operations involved international flights with frequent visits to their base in Japan. Pilots had to plan a detour in advance so they could submit and sign their expense reports before embarking on another trip.
Submitting expense reports on time and keeping track of T&E spendings had become a challenge, leading to inefficiencies and thereby affecting the employee morale. It had become pivotal for AirFlite to automate their expense reports and lessen the burden of expense management from pilots and managers.
The Solution – Taking Expense Reporting Process to New Heights with Gorilla Expense
AirFlite wanted to switch to a seamless and efficient expense management system that could automate their T&E expense reporting process and accounting. That’s when they switched to Gorilla Expense. With its advanced and easy-to-use features, Gorilla Expense turned AirFlite’s chaotic process to an efficient, quick, and easy process without major disruptions, making things better and easier for everyone.
Additionally, the pilots love the flexibility in being able to complete their expenses on the road (or the skies). They also love how easy and simple the application is to use. Because of the availability of expense data at the manager’s fingertips, getting more visibility into the T&E spend on a periodic basis, the manual work with expense reports reduced greatly at AirFlite.
Ever since AirFlite switched to Gorilla Expense, they have seen a visible improvement not only in their expense reports but also in their time and cost savings.
Gorilla Expense understands that pilots travel the most and it is necessary for them to have a flexible expense management system at their disposal so they can focus on soaring to great heights without taking detours.
Find the downloadable version of this case study here.
To know more about our expense management solution, visit our website.
We are starting the new year on a high note! Gorilla Expense has added another feather to its cap and has won the Top Blogger Award by ERP Cloud for 2023 for the second time in a row. Check it out here.
A huge thanks to ERP Cloud Blog for recognizing our efforts.
We are thrilled to receive this accolade and are excited to fulfill our commitment to delivering top-notch solutions that revolutionize how businesses handle expenses. From seamless expense management solutions to providing detailed blogs about the features, Gorilla Expense will continue to work towards providing solutions that will help businesses focus on what matters the most.
Gorilla Expense works tirelessly at providing streamlined solutions that enforce compliance and are pocket-friendly. To explore our features and offerings, click here.
Your employees travel to grow your business but forget to submit their expense reports on time, thereby preventing companies from getting real-time data on all company spending patterns from distinct locations. Before your organization is prevented from real-time updates, switch to Gorilla Expense.
Gorilla Expense introduces Decentralized Reporting, a feature that allows employees across an organization to report their expenses directly without relying heavily on a centralized department or individual. Designed to streamline and expedite expense reporting, this feature revolutionizes the way information is collected, verified, and shared. It also distributes responsibilities and empowers stakeholders of the organization by improving reliance on centralized approval systems.
In this blog, we will understand the aspects of decentralized reporting which include:
Empowerment: In a decentralized system, employees are given the authority to report their expenses such as travel expenses, meal expenses, office supplies, and more. This helps in reducing the bureaucracy and delays associated with centralized approval systems, thereby empowering the employees truly.
Efficiency: With a decentralized approach, expenses can be reported and approved more quickly since they don’t need to go through a central department for processing. This can lead to faster reimbursements for employees and a more efficient financial process.
Responsibility Distribution: It distributes the responsibility for managing expenses across different individuals or teams to prevent bottlenecks and reduce the workload of a single department that is responsible for processing expenses.
Transparency: This feature promotes transparency as employees directly submit their expenses and related information, leading to better accountability and compliance with the organization’s expense policies.
Policy Adherence: While empowering employees to report their expenses, it’s important to have clear expense policies in place. These policies provide guidelines for what expenses are eligible for reimbursement and help maintain consistency across the organization.
Data Accuracy: Using automated tools, such as mobile apps or online forms, can help reduce human errors in expense reporting. These tools can validate data and calculations, improving the accuracy of reported expenses.
Analytics and Insights: Organizations can gain insights into spending patterns, identify potential areas for cost-saving, and make informed decisions based on the aggregated expense data.
Central Oversight: While the process is decentralized, it’s still important to have a level of central oversight for compliance, auditing, and policy enforcement. This oversight helps maintain consistency and prevents misuse.
From eliminating single points of failure to enabling secure and tamper-proof reporting mechanisms, decentralized expense reporting brings multiple benefits to an organization.
Explore a solution like Gorilla Expense, which harmoniously integrates both decentralized reporting and centralized control for streamlined expense management for your organization.
We believe that our clients should work towards growing their businesses and leave the worries of expense reporting and managing to us. On this note, do check out our 30+ features that make your expense management journey hassle-free and stress-free here.
Look! An unsubmitted expense report!
Are you someone who often forgets to submit expense reports on time? Worry not, Gorilla Expense has got you covered.
Adding to its list of advanced features Gorilla Expense brings another simple, yet powerful ‘Reminders’ feature. A feature that proactively alerts you when expense reports are due, keeping your team accountable and helping you maintain an accurate expense record.
Based on the business needs, there are 5 types of reminders:
Not Created and Pending Submission Reminder: This reminds end-users to create and submit an expense report at least once during a predefined time period (weekly, bi-monthly, monthly)
Created Not Submitted Reminder: If you are someone who creates the reports but forgets to submit them, then this will remind you to submit your expense reports that have been collecting dust for a long time now.
Pending Approval Reminder: To the managers who have been sitting on the approval requests, this reminder will nudge you till you process all those pending approvals.
Unsubmitted Bank Transaction Reminder: It will remind end-users to complete those credit card transactions and assign them to a report before it is too late.
Pending Approval Reminder (Escalation): Designed for managers who take forever to approve expenses. This will escalate the approval request through the right channels, ensuring the reports get approved and the situation escalates.
Select either of the categories and watch how it would prevent backlogs, ensure timely approvals, eliminate discrepancies, and resolve approval delays.
If you want to understand this feature in detail, then click here.
Gorilla Expense has been working tirelessly to provide you with the best-in-class, and hassle-free features that make your expense management process easy like a breeze.
Adding to its advanced features, Gorilla Expense introduces the “Enriched Vendor Feature”, an AI-driven automation that standardizes vendor data identifies variations and aliases, and links them to unique identifiers.
This feature streamlines processes related to vendor management and seamlessly integrates with your expense reporting and invoice systems. It enhances the expense management process by providing deeper insights and capabilities related to vendor interactions and transactions. It also consolidates vendor spending across multiple platforms like expense reporting, credit cards, and ERP.
Through this blog let us explore the Enriched Vendor Feature in detail.
This feature entails the following characteristics:
Vendor Information Standardization: Standardize vendor information text-matching or natural language processing techniques, to identify and consolidate vendor data using AI algorithms. For instance, it appears to recognize variations like “American Airlines, Inc.,” “American Air,” and “American Air” as referring to the same vendor, which is “American Airlines.”
Matching to BC Vendor ID: Associate the standardized vendor name with a unique identifier, such as, “BC Vendor ID 9999 – American Air.” This association helps in tracking and managing vendor information efficiently with Business Central.
Expense Reporting Integration: When a user creates and submits an expense report in Gorilla Expense, the feature can identify expenses related to the vendor, such as “American Airlines,” and associate them with the standardized vendor name and ID as maintained in Business Central.
Streamlining Purchase Invoice Process: The feature extends to the purchase invoice screen in a system like “Business Central”. When the approved expense reports get exported to Business Central as Purchase Invoice, the integration will populate “Vendor 9999” (referring to “American Airlines”) in a custom field on the invoice line. The same field gets auto-populated on the invoice lines when a Purchase Invoice is created manually within Business Central. A consolidated vendor spend report can be then run which reads this field and reports spending by vendor more accurately.
Be it advanced analytics, seamless integrations, or enhanced customization, the Enriched Vendor Feature translates into enhanced efficiency, informed decision-making, and improved customer experiences.
Unlock a new era of possibilities and advancements in expense management with Gorilla Expense. Spend less time on manual tasks and let the AI-powered vendor management help your team get the most value from the vendors.
Learn more about our 30+ best-in-class features that help make expense management a smooth and hassle-free experience here.
Picture this: You’re an organization on the move, constantly traversing the globe to expand your business, meet new and existing clients, and make million-dollar deals. Your employees, your greatest assets, are the ones frequently jet-setting across time zones, navigating unfamiliar territories, and dealing with the unforeseen. Now, as much as you trust your team to represent your company with excellence, you also bear a responsibility – a responsibility to ensure their safety, security, and compliance with your financial rules. That’s where the intersection of expense policy creation and travel risk management becomes crucial.
Connecting the Dots: How Your Expenses Shape Your Safety
Here, two primary objectives take center stage: compliance and risk mitigation. Your expense policies and travel risk management strategies, when aligned seamlessly, can forge a powerful shield against the uncertainties that often accompany business travel.
Expense policies are the backbone of financial prudence, setting guidelines and limits to manage your company’s financial resources efficiently. They ensure that expenses are documented, controlled, and conform to regulatory standards. But what if we told you that these very policies can also serve as the foundation for safeguarding your employees during their travels? That’s right! The overlap between expense policies and travel risk management is more significant than you might imagine.
In this blog, we’ll dive deep into the symbiotic relationship between policy creation and risk management, highlighting their common objectives and exploring how they can work in tandem to create a safer and more accountable travel environment for your team.
Expense Policies as the Basis for Travel Safety Guidelines
In the wild world of corporate management, expense policy creation and travel risk management share a fascinating common ground. Both disciplines revolve around three key pillars: compliance, transparency, and control.
Compliance: Expense policies, the rulebook of financial conduct, ensure that your organization’s spending habits dance gracefully within the boundaries of regulations and guidelines. Travel risk management, on the other hand, is the safety marshal ensuring your globetrotting employees adhere to safety protocols and legal requirements. Picture them as two sides of the same coin; when they come together, you forge a shield of compliance, reducing the risk of non-compliance issues.
Transparency: Expense policies promote financial transparency by requiring employees to meticulously document their expenses, making it easy to track and account for every dollar spent. Travel risk management enhances transparency by providing visibility into the whereabouts and safety of your employees while they travel. When both aspects are aligned, you get a comprehensive view of your organization’s activities, financial health, and the safety of your team members.
Control: Expense policies are all about controlling spends and managing budgets effectively. They empower your organization to allocate resources efficiently and prevent overspending. Travel risk management, likewise, focuses on control, but in a different context – controlling potential risks and hazards. When these controls are harmonized, you not only safeguard your financial resources but also protect your employees from unforeseen dangers during their journeys.
Covering All Bases: How Comprehensive Policies Keep Finances and Safety in Check
Your organization’s expense policies can serve as the cornerstone upon which you can build a robust framework for travel safety guidelines:-
Expense Categories and Safety: Expense policies categorize costs, like accommodation and meals. Now, extend these categories to cover safety-related expenses. Allocate a safety budget within your policy to cover emergency medical kits, travel insurance, or secure transportation options.
Pre-Approval and Risk Assessment: Ever thought of extending your pre-approval process to cover safety too? Before an employee embarks on a business trip, let the travel risk management experts assess the journey. Based on safety criteria, they grant pre-approval. This way, your employees are suitably equipped, and potential risks are minimized.
Reporting and Incident Management: Expense reporting and incident reporting can share the same stage. When an employee encounters a safety-related incident during travel, they can report it through the same platform. It streamlines reporting and ensures safety incidents are addressed with the urgency they deserve.
By infusing safety considerations into your expense policies, you craft a holistic approach to corporate travel that prioritizes both ease and employee well-being. This isn’t just about safeguarding your employees; it’s also about showcasing your unwavering commitment to their welfare, which can lead to happier, more dedicated teams.
Taking Flight: Inspiring a Safer, More Accountable Travel Culture
A well-rounded corporate policy isn’t confined to financial regulations alone; it embraces safety as an integral part of its framework. Comprehensive policies strike a balance between fiscal responsibility and employee protection. Here’s how they do it:
Clear Guidelines: Comprehensive policies are crystal clear. They lay down the law for your employees, detailing expense limits and safety protocols without any ambiguity. When employees grasp the financial and safety dimensions of their travels, they’re more likely to stay on the right path.
Education and Training: These policies are not just words on paper; they’re educators. Employees receive training on financial best practices and safety measures. They become adept at recognizing potential risks and handling them like seasoned adventurers.
Flexibility: Comprehensive policies aren’t rigid. They understand that one size doesn’t fit all. So, they offer flexibility for unique circumstances. An employee traveling to a high-risk zone might have different safety requirements than someone on a bleisure trip. These policies adapt without losing control and compliance.
Aligning expense policies with travel risk management isn’t just about bridging the gap between two distinct areas of corporate management. It’s about creating a unified strategy that promotes compliance, transparency, and control while ensuring the safety and security of your most valuable assets—your employees.
By recognizing the common threads that tie these disciplines together, your organization can embark on a journey towards a safer, more accountable, and financially responsible approach to business travel.
Gorilla Expense works tirelessly to provide its customers with seamless and efficient features that will help mitigate errors and increase productivity.
To learn more about the features offered by Gorilla Expense, click here.
Leave behind the hassle of managing expenses for multiple customers, jobs, and tasks. With Gorilla Expense’s Code to Job feature, get the flexibility of managing the customers and their respective jobs/projects.
When you log in, you will get the relevant job options mapped to the customer on the ‘Add New Expense’ screen. The system automatically displays the corresponding job tasks when you select a job or project, and you can map multiple job tasks to a single job or project.
Jump on the link here to understand the Code to Job feature in detail.
Gorilla Expense works tirelessly to provide its customers with seamless and efficient features that will help mitigate errors and increase productivity.
To learn more about the features offered by Gorilla Expense, click here.
Dealing with expenses in different currencies can be tiresome and confusing, but not when you have Gorilla Expense with you. Introducing the Multi-currency feature. This feature allows you to automate currency conversions using pre-defined exchange rates or fetching real-time rates from the internet when necessary.
Let the Currency Master handle the exchange rates between different currencies.
Forgot to maintain the exchange rate? No worries! Our integration can retrieve the current exchange rates from the internet and perform the currency conversion accurately.
With Gorilla Expense, experience seamless cross-border money transactions and expense management anytime and anywhere.
Are you tired of the hassle of manual categorization? Want to enjoy accurate expense allocation with ease? If your answer to these questions is yes, then you need to check out Gorilla Expense’s Code to Dimensions feature.
With this feature, users can pick the right department or business unit for each expense they enter. It also allows you to maintain and enable multiple dimensions similar to the ones configured in the accounting system. The application is flexible enough to allow for the maintenance of a mapping between these dimensions. Organize and sort your expenses by department, business unit, and cost center.
Allocate expenses to business units effortlessly with accurate expense categorization.
Effortlessly select cost centers based on business units with simplified cost center selection.
Assign expenses to auto-populated cost centers seamlessly through streamlined expense mapping.
Track and report your expenses based on different dimensions to gain accurate insights into your company’s finances. Want to know more about this feature? Read our detailed guide here.
Gorilla Expense has been working tirelessly to provide you with the best-in-class, and hassle-free features that make your expense management process easy like a breeze.
Gorilla Expense is thrilled to announce the launch of its new Smart Corporate Card solution.
The smart card is based on PEX’s Card platform solution and is made to function well with ERP systems by integrating effortlessly into the current workflows to meet operational requirements. It is customizable and allows users to set periodic budget restrictions.
The system may also be used to regulate marketing costs like Google and Facebook Ads as well as IT costs like Amazon, AWS, and Azure. The credit card transaction data can be automatically reconciled with the monthly statements when coupled with Gorilla Expense’s Expense Management Software.
With its selection of practical, simple-to-use solutions that do away with the need for time-consuming paperwork and out-of-pocket charges, Gorilla Expense seeks to revolutionize the expense reporting process.
To know more about the features offered by Gorilla Expense, click here.
