With Covid-19 numbers increasing, Work from home mandates coming in, there are many changes that each of us are already taking on as employees & employers.
At this stage, just like it is important
to avoid physical handshakes, and close contact with each other, it
is equally important to avoid transfer of physical documents,
between employees to stop a viral within the organisation. And one of the most
frequently transferred document is Expense vouchers/bills. Each of the physical
vouchers moves hands from employee to manager, and manager to finance, and in
between by handlers/runners wherever required. So it transfers from 3 to 6
pairs of hands, for just one expense report filed.
According to a new
study from National Institutes of Health, CDC, UCLA and Princeton University
scientists in The New England Journal of Medicine. The scientists found
that severe acute respiratory syndrome coronavirus 2 (SARS-CoV-2) was
detectable in aerosols for up to three hours, up to four hours on copper, up to
24 hours on cardboard(or paper).
Some companies, have been following the
process of scanning & sending it, from the office scanner. However with
Work From Home getting rapidly the norm, finding scanners is challenge. And
even if some employees are lucky enough to have a shop nearby that provides a
scanning service, it is still riskier for the employee to handover the
bills/vouchers, and get it back with possible contamination from the public
Under given conditions, it becomes
critical to move to smart solutions, which eliminate all such risks and make
the process simple for the employees, managers, finance and admin.
Happay’s solution allows employees to take one-touch clicks of
bills/vouchers using the mobile app, and automatically creates expense
records, through advanced AI/Machine learning based engines which can
accurately read those bills/vouchers.
Through an automated workflow modality,
the expense details & vouchers seamlessly & digitally flow between the
employees and their approvers, keeping the virus out & team relaxed.
Apart from that, for the managers &
finance, Happay’s system automatically
checks the claims submitted by employees with policies and in case there are
violations, it triggers notifications to employees and approvers to take
corrective action. And after automated audit, questionable claims or
anomalies are automatically forwarded to the right approver with the help of
deviation workflows defined in the Happay system.
Several companies, to ensure there is no
break of pandemonium within their organisation & to keep the process cost
effective in these tough environments, have already begun the smart digitisation
of their expense management process.
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