Automate Business Expense Tracking to Easily Manage Reimbursements or Project Billing
Configurable Time and Expense Policies
Custom Rules for Timesheets*
Ensure time entries meet your business policies with validation rules.
Create and manage expense codes based on your client contracts.
Flat amount or rates
Set up expenses to be flat amounts or rate-based as per your business needs within our time and expense software.
Define tax formulas to calculate tax amounts automatically.
Simplified Time and Business Expense Tracking
Accurate Time Tracking*
Capture up-to-the-minute project time for error-free client billing.
Allow employees to track and submit their timesheets on the go with the mobile app.
Easily submit business expense sheets from anywhere, anytime and associate them with projects and clients.
Track expense type, tax codes, currency, and more.
Upload digital receipts for immediate processing and reduce lost information.
Estimates vs actuals
Get real-time visibility into actual spend by tracking against estimates.
Track Project Time and Expenses In-the-now
Mobile time* and expense sheets
Capture time* and expense information and tag it to project and client anytime, anywhere, with or without connectivity, and sync data in seconds.
Mobile app allows for real-time submission and tracking of expenses with receipt attachments for accurate project cost tracking.
Improve time and expense accuracy while eliminating submission and approval delays.
Automate Timesheet Approvals*
Set approver sequence and automate timesheet submissions based on predefined rules.
Configurable approval workflows
Create approval workflows specific to expenses to match your business requirements.
Validate time* and expense data in real-time and route them in real-time to the right approvers.
Keep stakeholders informed
Include supervisors, project managers, clients, and others in the approval chain.
Alerts and notifications
Flexible alerts and notifications ensure your business expense data is always accurate, on-time, and approved by the right people before costing and billing.
Business Expense Allocations
Project & client expenses
Set up project and client specific expenses like travel, meals, flight, hotel, and more.
Manage expense estimates by project and track actual expenses to easily compare them to the initial estimates.
Real-time expense attribution
Attribute business expenses to projects and clients in real-time to inform your decisions and other processes.
Include expense amounts as part of your invoices and share with customers for invoicing.
Seamlessly integrate Replicon Expense with other systems within your business ecosystem.
Fits your ecosystem
Integrate Replicon’s Time* and Expense solution with your existing ecosystem to enable flow of project expense data for billing and costing.
Connectors to accounting/ERP
Easily share data with invoicing, project management, accounting, ERP or other proprietary systems using our pre-built connectors and integration services.
Project Expense Tracker with Real-time Analytics
Get real-time visibility into reimbursable and project expenses.
Look at the big picture around business expenses using our dynamic dashboards.
Configure the time and expense reports to match your organization’s reporting needs.
Stay on top of business metrics like expense estimates vs. actuals to manage policy compliance and make proactive business decisions with project expense reporting.
Businesses Trust Replicon
“To deliver accurate effort estimates, Fujitsu needed a time and expense tracking solution that would provide complete visibility into projects. Immediately after we rolled out Replicon our users verified the ease-of-use of the system, and it is easy for the management team to ask for accuracy in the data entered.”Time and Expense software for Fujitsu
See Why Our Customers Prefer Replicon:
Time and Expense Software Reviews
Replicon makes it easy for our staff to record their project hours and expenses and it allows our managers to quickly capture this information for client billing purposes.
The software includes many intuitive features for finding and reporting the analysis we need for timesheets and expenses.
Timesheet and expense tracking are fundamental to our business needs. Replicon performs these tasks well.
Time and Expense Use case and Solution
Manage employee and project related expenses and accounting with confidence with complete visibility into all relevant metrics.Learn More
Collect accurate business expenses in real-time, anytime, anywhere with our web application and mobile devices.Learn More
Centralize business expense tracking and streamline approvals with full visibility into projects for your consulting business.Learn More
Frequently Asked Questions
Expense codes specify the types of costs that can be incurred for business activities and purchases in your organization. Meals, Parking, and Airfare are examples of expense codes.
You may be allowed to reopen an expense sheet before it is approved, or may be allowed to reopen an expense sheet regardless of its status (approved or waiting for approval), depending on the access enabled.
Time and expense entries are sent to each employee’s assigned approvers – supervisor, project manager, or a client representative. They can view the approval status of expense sheets, in the application or in reports, to confirm whether all expenses needed for downstream calculations have been approved. If items they want included aren’t approved, they can override the regular approval process to make them available.
No, you don’t typically need to manually enter taxes while entering expenses. Based on the administrator settings, the system automatically applies tax on the net amount (pre-tax amount) that you enter for an expense type for which taxes are applicable. You may also be allowed to override the predefined tax rates for an expense type.
Yes, users can easily upload digital receipts when they enter their business expenses. This allows you to easily maintain the documentation needed if your client ever wants to see the receipts while speeding up your expense processing. Users can easily upload receipts from their mobile app or through the computer as is convenient for them. Managers also have the option of approving those expenses through their mobile app.
When entering any business expense, users can have the option of specifying if those expenses are reimbursable. You can check the reimbursement amounts and status in the expense sheet for the user. Managers with the appropriate permissions can also modify and update the status as needed.
The billable status for business expenses will be defined under the Time & Expense Entry field for expense sheets and projects. Therefore, there is no need to set up any billable status separately for a project if you are only tracking business expenses for that specific project.
You can use the data you get through business expense tracking in several ways such as client billing, profitability calculations, payroll processing, etc. Replicon provides reports and features to help with these tasks. Additionally, you have the ability to transfer the data to a wide range of third party software such as accounting tools and ERP through Replicon’s robust integration capabilities.
To prevent business expense tracking for a specific project, ensure that no expense codes are assigned to that project. If you still need to track recurring expenses that are non-billable, include the relevant codes. However, instruct employees to deselect the checkbox for ‘Bill Client’ when entering expenses for that particular project.
With a business expense tracker app, you can easily capture and manage all expenses associated with a particular project. This allows you to easily monitor the expenses incurred while working on the project from one single location and make the right decisions around the project’s finances. Additionally, our business expense software allows the data to be quickly leveraged for more accurate client billing and payroll.