Expense Heads Set Up the Way Your Accountant Posts
Each claim is filed under a head, and the heads are the ones your accountant already uses. Diesel, site labour, packing, courier, lodging, brokerage and AMC are examples, and the list is yours to set.
Heads taken from your own books
A standard list of heads has to be translated into the heads in your ledger, and that translation is repeated at every month end. Here the heads are set from your existing policy and your accountant’s grouping. A claimant picks a head that already means something in the books. Nothing is translated.
Where a head is used
Agreeing the list at set-up
If your expense policy is written down, the heads are loaded from it. Where the policy is unwritten, it is documented first. Your accountant reviews the list before the first claim is filed, and heads that have grown untidy over the years can be tidied at the same time.
What stays with you
- Which heads exist is decided by your accountant and your management
- Which ledger each head posts to is confirmed by your accountant
- Limits and rates attached to a head follow your own policy
- Whether a head can be changed later is agreed during implementation
Frequently asked questions
Can the heads match our existing ledger names?
Yes. Heads are set from the grouping your accountant already posts to, and the ledger for each is confirmed before the export is used.
What if we have no written expense policy?
Then the policy is documented first, with your management and accountant. The heads, limits and rates are loaded from that document.
Do different heads carry different approval limits?
Yes. Limits can be set by person, head and branch, so lodging and diesel need not follow the same rule.
Can a new head be added after go-live?
How heads are added and who may add them is agreed with you during implementation. The same engineers support rule changes.
Tell us what you need.
Share your requirements and one of our engineers will come back to you within one business day.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements