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Employee Expenses Automation

Speed up employee expense management processes with UniFi

The UniFi platform gives you extensive features for limitless use cases. These features enable you to automate Employee Expense management processes and replace your Employee Expenses software.

Not only can UniFi replace your Employee Expenses Software, but it can also replace all other 3rd party software. Reducing your need to manage multiple disparate systems and helping reduce your costs. It’s one platform to replace them all.

UniFi takes the burden out of expense management by automating the entire process from start to finish.

You can use or customise our pre-built foundation apps or create your own apps from scratch for any employee expense management-related activities. 

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If your current finance, ERP and/or HR system doesn’t have an expense management module, no problem.

You can use the expense management app to fulfil this function and then use the accounting automation feature for UniFi to automatically update your finance, ERP and/or HR system. 

UniFi packs the capabilities to automatically send your employee expenses into your accounting software for reimbursement, saving you both time and money. 

Accounting entries can easily be generated for each expense, and you can track the progress of each expense claim in real-time. 

With UniFi, managing employee expenses is a breeze!

Travel Booking with Live Look-Up

Simplify your travel arrangements with UniFi’s integrated booking system. Effortlessly book flights and hotels with real-time availability and pricing.

Our live look-up functionality ensures you have the most up-to-date information, helping you make informed decisions quickly. Say goodbye to juggling multiple systems—manage all your travel bookings seamlessly within UniFi.

Capture Expenses on a Mobile Device

Keep your expense management efficient and on-the-go with UniFi’s mobile expense capture. Snap photos of receipts and submit expense claims directly from your mobile device.

UniFi’s mobile capture comes with Autonomous Data Capture, including handwriting recognition, to minimise or even eliminate the need to key in receipt data.

With instant data entry and automatic categorisation, you’ll save time and reduce errors, ensuring your expense reports are accurate and up-to-date, no matter where you are.

Batch Expense Claims

Easily consolidate multiple receipts into a single expense submission with UniFi. Capture each receipt efficiently and submit a single expense claim for approval, which contains all the receipts that make up a particular work trip.

This approach streamlines the approval process, eliminating the need for individual approvals for each receipt and making expense management more seamless and efficient.

Autonomous Processes

Autonomous processes mimic the activities of human users so you can streamline operations, reduce manual tasks, and enhance productivity – all in the background without human input. They are fulfilled by bots that can imitate and perform routine actions that normally take a chunk of your team’s valuable time.

UniFi currently has 8 Autonomous Processes:

UniFi automates transaction creation by monitoring emails, extracting key data from attachments using OCR and AI, and seamlessly progressing transactions through workflows for faster, more efficient processing.

UniFi leverages Machine Learning and Generative AI (powered by ChatGPT) to enhance OCR and Autonomous Data Capture, enabling accurate extraction and interpretation of data from various document types, such as invoices, identity documents, forms, and tables. These AI services ensure seamless form population, with machine learning recognising key fields and generative AI providing contextual understanding for financial and HR-related documents, driving continuous automation improvements.

The Scheduler automates transactions at predefined times with preset fields, ensuring consistency, reducing manual effort, and streamlining routine financial processes.

Connect Hub offers pre-integrated autonomous APIs for UniFi, enabling seamless connections to services like Companies House, eCommerce platforms, and travel booking systems, simplifying processes like KYC, procurement, and automated bookings without technical setup.

Robotic Process Automation (RPA), automates repetitive tasks like invoice matching and automated ordering, enhancing efficiency, consistency, and freeing up time for higher-value work.

Generative AI, extends beyond OCR to automate tasks like invoice coding and document authenticity analysis, streamlining workflows, reducing errors, and enhancing compliance.

Integration bots for each inbound UniFi API connection automate interactions with external systems, enabling seamless transaction updates, data syncing, and real-time workflow automation.

 Webhooks in UniFi enable unauthenticated, one-way data transmission for immediate execution, ideal for non-critical processes like real-time notifications where response verification isn’t required.

Find out more about our Autonomous Processes here.

The use case, Employee Expenses, on this page can be turned into and autonomous process and completed by a bot. However, it’s important to note that autonomous processes offer incredible flexibility and can be adapted to any use case you can imagine. The below table showcases some of the current ways users are leveraging bots, but these are just a few examples. The possibilities are virtually limitless and constrained only by your creativity.

Autonomous Process Use Cases

Autonomous Processes
Use Cases RPA Email Extraction Bot AI/ChatGPT Integration Scheduler Connect Hub Generative AI Web Hook Integration
Autonomous Processes
Use Cases RPA Email Extraction Bot AI/ChatGPT Integration Scheduler Connect Hub Generative AI Web Hook Integration
Autonomous Processes
Use Cases RPA Email Extraction Bot AI/ChatGPT Integration Scheduler Connect Hub Generative AI Web Hook Integration
Autonomous Processes
Use Cases RPA Email Extraction Bot AI/ChatGPT Integration Scheduler Connect Hub Generative AI Web Hook Integration
Autonomous Processes
Use Cases RPA Email Extraction Bot AI/ChatGPT Integration Scheduler Connect Hub Generative AI Web Hook Integration
Autonomous Processes
Use Cases RPA Email Extraction Bot AI/ChatGPT Integration Scheduler Connect Hub Generative AI Web Hook Integration
Autonomous Processes
Use Cases RPA Email Extraction Bot AI/ChatGPT Integration Scheduler Connect Hub Generative AI Web Hook Integration
Autonomous Processes
Use Cases RPA Email Extraction Bot AI/ChatGPT Integration Scheduler Connect Hub Generative AI Web Hook Integration
Autonomous Processes
Use Cases RPA Email Extraction Bot AI/ChatGPT Integration Scheduler Connect Hub Generative AI Web Hook Integration
  • Key Benefits
  • A user of UniFi saved 3 days per month on expense management processes across the entire organisation with powerful automation
  • Replace your Employee Expenses software with a platform that has multiple use cases. Saving you time and money
  • Generates accounting entries automatically
  • Configure automatic approval workflows
  • Auto calculation of mileage
  • Automated threshold calculation for HMRC 
  • HMRC-recognised software
  • Carbon reporting
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Other Human Resources Use Cases

If you have a unique requirement or use case that’s not listed on this page, it’s highly likely that it’s creatable or configurable in UniFi, please speak to our team and we’ll be happy to discuss your options

UniFi Features

No-code Application Builder

Business Process Management

Automation

Accounting Automation

Middleware & Integration

Excel Add-in

Work OS

Workflow Creator

Business Intelligence

Pre-installed Foundation Apps

Artificial Intelligence

OCR/Autonomous Data Capture

Autonomous Processes

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