Managing time and expenses is not just about reimbursing employees. It affects cash flow, tax recovery, compliance, and financial accuracy.
The risks tied to inefficient processes are measurable—lost VAT, delayed closes, duplicate payments, and poor visibility across departments.
These gaps cost more than time. They lead to reduced operational efficiency and expose the business to avoidable errors.
The root causes are often the same: disjointed systems, manual effort, inconsistent policy application, and lack of real-time oversight.
The solution is not more oversight—it is smarter automation.
UniFi Time, Expense & Travel Enterprise Suite closes each of these common gaps by giving your teams the tools to move faster, with fewer errors and stronger controls.
Here are the most frequent breakdowns in time and expense processes, and how UniFi resolves each one.
1. Duplicate Claims
Duplicates can lead to inflated costs and carry a significant fraud risk. Without a system that checks claims against card data and prior submissions, it is difficult to identify overlaps in real time.
How UniFi Solves This
UniFi flags duplicates instantly through auto-matching logic and built-in policy checks. It stops the claim before it reaches approval. This protects budgets and helps prevent both errors and fraud.
2. Weak Audit Trail
Without a full audit trail, financial teams face difficulties during compliance reviews. Manual records or spreadsheets lack the traceability needed for regulatory assurance.
How UniFi Solves This
UniFi creates a digital log of every action. From submission to approval, each step is time-stamped and visible. This audit trail supports both internal and external compliance checks with no extra admin.
3. Lost Receipts
Missing receipts delay reimbursement and reduce VAT recovery. Archaic and paper-based processes increase the risk of documents going missing altogether.
How UniFi Solves This
UniFi Time, Expense & Travel Enterprise Suite comes with a mobile-friendly version for use while travelling, with mobile receipt capture and mobile dashboard. This makes it easy to stay on top of expenses, approvals, and insights in real time no matter where you are.
4. Complex Approvals
Manual routing of approvals creates bottlenecks. Approvers may be missed, rules might be misapplied, and employees are left unsure of the process.
How UniFi Solves This
UniFi automates routing based on your company’s structure and policies. Approvals go to the right people in the right order. This removes ambiguity, accelerates processing, and keeps everyone aligned.
5. VAT Missed
Incorrect or missed categorisation of claims means businesses lose out on VAT reclaim opportunities. This results in direct, avoidable financial losses.
How UniFi Solves This
In UniFi Time, Expense & Travel Enterprise Suite, expenses are coded with VAT codes and values, and this feeds through to the accounting software for reporting and VAT returns. You reclaim what you are entitled to—accurately and consistently.
6. Policy Confusion
Unclear policy rules lead to claim errors and rework. Employees may not understand what is allowed, while approvers interpret rules inconsistently.
How UniFi Solves This
UniFi embeds your expense policy into the workflow through a built-in rules engine. It applies those rules in real time during submission. This removes ambiguity and ensures that every claim follows company policy.
7. Unclear Analytics
Without clear visibility into spend, finance teams cannot identify trends, track compliance, or manage budgets effectively. This creates blind spots.
How UniFi Solves This
UniFi offers real-time dashboarding and reporting tools with drill-down capabilities. You gain instant access to actionable data, enabling you to monitor costs and enhance forecasting accuracy.
8. Integration Chaos
Expense data stuck in silos leads to errors in reporting and reconciliation. Manual data transfer slows down finance processes and increases the risk of duplication.
How UniFi Solves This
UniFi connects seamlessly to other core systems such as ERP and finance systems. Expenses flow automatically into your accounting structure, removing the need for uploads, downloads, or rekeying. Integration is structured, secure, and scalable.
9. Late Submissions
When employees submit expenses late, reporting becomes skewed. This causes inaccurate accruals and delays in month-end closing. Finance teams spend time chasing submissions instead of closing the books.
How UniFi Solves This
UniFi has reminder notifications and alerts built into the process. These prompts keep employees accountable and help finance teams avoid delays. You maintain control without needing to follow up manually.
Close Every Gap with UniFi
A broken expense process does not need more manual checks or archaic processes. It needs smarter systems that guide employees, support finance teams, and reduce administrative overhead.
UniFi Time, Expense & Travel Enterprise Suite replaces the common points of failure with automation that protects data accuracy and financial compliance.
Every missed claim, late submission, or inconsistent approval adds risk. With UniFi, you close those risks before they become issues—recovering more VAT, reducing fraud risk, and improving your month-end accuracy.
Book a free demo of UniFi to see how it can transform your expense management.