This is one way never to handle expense management in your organization. Whilst a considerable section of managing expenses could be compartmentalised into how people make a claim, and how those claims are processed, periodically you'd reap the benefits of thinking beyond your box.

To illustrate the real point, I'll look at telephones, the true way your organization uses them, and just how changing which can be part of a cost management strategy. A long time ago, in another full life, I asked a senior manager just how much he allocated to line rental and demands the fax machines in his business. He didn't know, and asked his secretary to being in the relevant invoices.

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She appeared carrying two large ring binders. Considering them, he asked her for the fax machine invoices just. She pointed at the binders. "Those will be the fax machine invoices," she said.

He previously no basic idea at the scale of the expenses involved, and we go about reducing them immediately. And there's the lesson: Show me any cost you are not controlling, and I'll demonstrate an unnecessary expense.

Of course, fax machines are consigned to history with quill carbon and pens paper, but let's stick to telephones; we use those still. Here are a few certain areas where you might be spending an excessive amount of for mobiles, (and here's the important part) without having to be alert to it.

1. Data roaming: Set up an organization policy that it ought to be turned off aside from short periods to permit emails to be delivered or sent, than being on 24/7 rather. Data roaming charges could be high, and can mount when you have a large number of employees travelling significantly

2. Use one company: Don't possess a number of providers. Restricting services to just one single enables you to negotiate better deals for new connectivity and handsets

3. Choose VOIP: For office phones there are many ways to make an online search to create calls, giving the original desktop phone a fresh lease of life. VOIP means Voice Over Internet Protocol, and means there is no have to have a normal phone contract, if you have good broadband connectivity. Providers of phone systems such as this will cope with you on a rolling monthly contract usually, and their systems are scalable extremely, so that you can add or subtract handsets almost at will.

4. Be cautious with perks. If employees can easily use company phones for personal use (and we're back again to mobiles here), that permission ought to be restricted then. OK, make short personal calls, but talking all night to an aunt in Australia, or streaming a box set to an accommodation in Berlin could soon cost you a large - and unwelcome - amount.

5. Don't leave legacies. When a worker leaves the ongoing company, make sure to cancel or transfer their portion of the phone number, and do not toss the handset in to the back of a drawer. Re-use it, or send it for recycling _ once you have cleared any business data as a result.

A lot more than number reduction just

Think about the benefits which come alongside cellular phone use, and blurring the distinction between company and private life. When you've automated your expenses by implementing a remedy predicated on business expense management software utilizing an app, everyone has to a phone to allow them to use one's body.

Allowing a worker to create personal calls, compared to that agreed cost limit, may have a payback in loyalty. It could mean they're more amenable to going for a work-related call out of hours, within a little bit of give and take - but ensure that you track the power so that all of the necessary tax is paid. There is no future in saving cash by cheating the taxman.

Applying this kind of thinking to all or any aspects of your organization can make a big change to your important thing, and be a good ally to your organization expense management software.