Expense Management: The Ultimate Business Guide

expense management definition

If an expense is for both business and personal use, you can only deduct the portion of the expense that applies to your business. For example, if you drive a vehicle for business and personal use, you can only deduct the percentage of vehicle-related costs that apply to business use. Tracking your expenses is essential to staying on top of your business finances and your profitability. Use Wafeq – an accounting system to keep track of debits and credits, manage your inventory, payroll, and more. Organizations that do not have access to expense data and information will not be able to make crucial decisions. For example, if you don’t have insights on which vendor does the most business transactions with you, it is impossible to negotiate better rates with that vendor.

expense management definition

This can be achieved by streamlining your expense management process to save time, effort, ensure accuracy and security, and provide valuable expense data insights. By definition, expense management is a system of organization deployed for processing expense reports, approvals, and employee reimbursements. If you want to take the pain out of expense management, you can adopt an innovative way of managing your expenses using any free templates provided by Formplus here. Expense approval workflows involve several key steps, such as the submission of expenses, approval by the designated authorities, validation, and finally, reimbursement.

Evaluate Your Current Expense Management Processes

This involves utilizing advanced tools and technologies, setting up well-defined procedures, and ensuring clear communication across the organization. Choose an expense management system that allows you to add and customize approval workflows that suits your organization. A well-defined workflow will ensure the employees’ expense reports reach the right people at the right time.

An expense report is a form of document that contains all the expenses that an individual has incurred as a result of the business operation. For example, if the owner of a business travels to another location for a meeting, the cost of travel, the meals, and all other expenses that he/she has incurred may be added to the expense report. Consequently, these expenses will be considered business expenses and are tax-deductible. Choose an expense management software that allows you to seamlessly integrate it into other existing systems in your company, like travel desk, HRMS, ERP, and accounting software.


It helps businesses make informed decisions and strategize for continuous improvement. When it comes to managing your business expenses, Cashplus offer an ideal solution with their prepaid expense card. Prepaid cards mean you don’t have to use petty cash or personal funds to cover your business expenses or rely on employees to cover the costs before you can pay them back.

In the UAE, as businesses achieve a reasonable size, they often evolve into multi-subsidiary or multi-branch entities. Given this common trajectory, it’s imperative that the chosen digital transformation tool supports multi-subsidiary expense tracking. This ensures that financial data from all parts of the organization is aggregated and analyzed effectively. Not only does it provide a holistic view of the company’s financial health, but it also enables consistent monitoring and control of expenses across the entire organization.

Audit Challenges

Keeping data and information updated becomes particularly important if your expenses grow to ensure financial operations run smoothly. Don’t forget to cultivate supplier expense management definition relationships if you work with different vendors for optimal inventory management. Be wary of relying on old budgets or financial data when managing more spend.

expense management definition

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