5 Expense Claim Headaches That Field Teams Are Having Right Now

Managing field expenses is one of the most common field service management challenges that companies are facing right now! And to be specific, these challenges of staff expense claim have become way troublesome for companies to handle, especially those that rely heavily on employees working outside the office.

However, in regards to tracking the expense reports work of their employees, many can have some questions in their mind such as,

• What is an employee expense claim? or
• What costs can be included in the claim list?
• What is the best way to track employee expense claims?
• What should companies do to prevent expense fraud? or more,

So, for that reason, let’s get answers to these questions together! However, there’s one thing that we should clear out first, these cost claims can be travel expense claims, or it can be entertainment expenses, or some other business-related costs that employees incur during business trips.

The expense claim process is basically designed to help employees get reimbursed for the above-listed costs. However, without proper management, how can you manage all your expenses and other costs, because the entire process can become very time-consuming and riddled with errors.

A smooth expense management system is highly crucial because with that only you can ensure that all your employees can get reimbursed for their eligible expenses. And not to mention, without facing unnecessary delays. So, let’s start discussing all those specific issues of companies that are making these expense claims management such a headache.

And this blog is to answer that question, by breaking down 5 of the most common expense management challenges that field teams are facing right now! Furthermore, we’ll also dive into the best expense management software options available and answer some frequently asked questions about expense claims.

What is an Expense Claim?

Expense or should we say disbursement claims are formal requests that are submitted by an employee to get reimbursed for business-related expenses. And here we are talking about those expenses that they have paid for travel, office supplies, entertainment, or other work-related expenses while performing their job duties.

Furthermore, to ensure smooth reimbursement, employees have to submit specific receipts and other necessary documentation as proof. Once submitted, the finance team will review the claim form, check for compliance with company policies, and then process the reimbursement.

Here’s a simple breakdown of how an expense claim process works:

• The employee incurs business-related expenses (e.g., paying for a client dinner).
• They keep proper documentation, such as receipts or invoices.
• They fill out an expense claim form and attach all relevant documentation.
• The finance department reviews the claim, ensuring that it follows company policies.
• Once approved, the employee receives a claim reimbursement via bank transfer or another method.

Effective reimbursement claim management is there to help companies track spending, enforce spending rules & prevent unusual expenses. However, the traditional expense claim process is very much unorganized and very slow. Because it requires manual data entry, and finding lost receipts, which makes the complete process so frustrating. Have a look at yourself on the complete process.

How do You Process an Expense Claim?

The expense claim process follows a properly structured workflow to make sure that employees are getting reimbursed accurately & on time. So, have a look at how companies are typically handling employee disbursement claims:

1. Employee Submits an Expense Claim

At first, employees fill out a disbursement claim form, listing all business-related expenses they have paid from their own pocket. And with that form, they must attach receipts and all the relevant documentation as proof.

2. The Manager Reviews the Claim

The claim goes to a manager or supervisor for an initial review. They check whether the expenses align with the company’s spending rules, company policies, and the employee’s job duties.

3. Finance Team Verifies and Approves

The finance department then reviews the claim for accuracy and legitimacy. They ensure that:

• Expenses fall under eligible expenses (e.g., travel expenses, office expenses, or business-related costs).
• The employee hasn’t included personal purchases or unusual expenses.
• There is proper documentation attached for every item.
• If any expense management issue arises (e.g., lost receipts or exceeding spending limits), the claim may be sent back for corrections.

4. Reimbursement Process Begins

Once approved, the claim reimbursement will be processed through payroll or direct deposit. And right there, some companies to minimize out-of-pocket expenses, directly issue expense advances or reimburse employees via company credit cards.

5. Data Entry and Record-Keeping

The finance team records the approved claims in the accounting system for tracking and auditing purposes. Companies using expense management software or expense management tools automate this step, reducing manual data entry and errors.

End your manual hassle for claiming expenses today!

Take better control of your expense management with Superworks!

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5 Common Challenges in Managing Field Expense Claim

Managing employee expense claim isn’t as simple as submitting receipts and getting reimbursed. And it gets further problematic when you don’t have access to digital tools such as field service reporting software or else.

Companies, especially having field teams, face significant hurdles in tracking, verifying & controlling business-related expenses. Here’s a closer look at the biggest challenges in expense management:

1. Time-Consuming Expense Claim Process

For many organizations, this entire process of disbursement claims is still heavily reliant on manual data entry & paper-based approvals. In this process, employees have to fill out lengthy disbursement claim forms, attach receipts & submit everything to their managers.

After the submission, the managers will review the claims before forwarding them to the finance department, then will come manually for verification. This entire process of expense account management can literally take days or even weeks, which will keep delaying the claim reimbursement & will cause only frustration among employees.

The longer it takes for claim approvals, the more out-of-pocket expenses will be there for the employees, and that will literally impact their job satisfaction. Furthermore, the finance team will also have to review those claims manually, and this will leave employees little time.

2. Lost Receipts and Improper Documentation

Receipts are the literal backbone of the manual expense claim process, and there’s no denying that. So, what if an employee forgets to collect receipts, or worse they have lost them while traveling, or somehow they have submitted damaged and unreadable copies? What will you do then, or how you will process it?

Without proper documentation, the finance department cannot verify the costs incurred, making it difficult to determine whether the claim is valid. Missing receipts can lead to claim rejections, requiring employees to resubmit their claims with relevant documentation, which further extends the reimbursement timeline.

In cases where an expense is necessary but lacks proof, companies face a tough decision—either deny the claim and risk upsetting employees or approve it without verification, which can lead to financial mismanagement.

3. Mixing Personal and Business Expenses

Field employees make business-related purchases more frequently, but sometimes, on some sunny days, some personal purchases may get mixed in. This most probably happens when employees have used their credit cards for business expenses or when they mistakenly charge non-business items to a company credit card.

In some cases, employees may submit personal expenses in the cover of employee claims, believing them to be legitimate. Henceforth, the finance team has to carefully audit all such claims to ensure compliance. However, when the team reviews the process manually, it takes time & creates friction between employees and finance teams.

4. Policy Non-Compliance and Unapproved Expenses

Many companies struggle with implementing expense claim policies. Because of this employees may claim unusual expenses, may exceed their department’s spending limits on their own, or misunderstand what qualifies as a legitimate business purchase.

For example, some employees might submit claims for entertainment expenses, which may be beyond what is allowed, and how will you answer it without having a proper policy? Without strong enforcement, organizations can easily end up reimbursing business-related costs that basically are not covered.

And those employees, who frequently have their claims rejected may get frustrated, irregards of the policies of which they are not aware!

5. Lack of Visibility and Overspending

Companies with weak expense management systems and field service management often struggle to track business expenses in real time. Without a centralized way to monitor expense reports, managers and finance teams only realize spending issues after the reimbursement process has already been completed.

This lack of visibility can lead to:

• Employees exceeding their spending limits without immediate oversight.
• Difficulty identifying cost savings opportunities.
• Challenges in categorizing business-related expenses for budgeting purposes.
• Inconsistent enforcement of expense claim policies, leading to financial mismanagement.

Additionally, without real-time tracking, the finance team cannot prevent unauthorized spending before it happens. Instead, they have to retroactively investigate and correct errors, which takes time and delays reimbursements for other employees.

How to Overcome Challenges of Business Expenses?

Managing business expenses efficiently requires automation, strict policies, and smart expense management tools. Here’s how to tackle the biggest challenges:

1. Automate the Expense Claim Process

Manual expense claim management causes delays and errors. Switching to expense management software speeds up approvals, eliminates manual data entry, and prevents unusual expenses. Employees can submit receipts digitally, reducing paperwork and disputes.

2. Use Digital Receipt Management

Lost receipts slow down the reimbursement process. A digital claims system lets employees scan and upload receipts instantly, ensuring proper documentation and seamless integration with accounting systems.

3. Separate Business and Personal Expenses

Employees often mix personal purchases with business-related expenses. To prevent this:

• Set spending limits and prohibit personal expenses on company credit cards.
• Issue corporate cards for business travel, ensuring expenses stay separate.

4. Enforce Expense Claim Policies

Many violations happen due to unclear policies. To fix this:

• Clearly define eligible expenses, business-related costs, and spending rules.
• Train employees on policy compliance to avoid rejected claims.

5. Improve Visibility with Expense Management Software

Lack of real-time tracking leads to overspending. Expense management systems allow businesses to:

• Monitor business expenses in real-time.
• Identify cost savings and prevent budget overruns.

By automating claims, enforcing company policies, and using expense management tools, companies can simplify reimbursements, reduce errors, and control spending.

Best Expense Claim Management Software

Choosing the right expense management software is essential for simplifying the expense claim process and reducing administrative headaches. The best solutions offer real-time tracking, task automation, and seamless integration with accounting systems. Here are the top options for businesses:

Super Field Force Software by Superworks – Best for Field Teams

For companies with a mobile workforce, Super Field Force Software by Superworks is a game-changer. Designed specifically for businesses managing field teams, it offers:

• Real-time expense tracking – Ensures field employees log business expenses instantly.
• Automated approvals – Eliminates manual data entry, reducing time-consuming administrative work.
• Geo-fencing attendance – Ensures employees are at the right place before approving travel expenses.
• Seamless payroll integration – Links with expense management systems, ensuring timely claim reimbursement.
• Offline functionality – Allows employees to log business-related costs even without an internet connection.

For companies looking to optimize expense claim management, Super Field Force Software simplifies expense reports, enhances compliance, and prevents out-of-pocket expenses for employees.

Conclusion

Managing reimbursement claims efficiently is crucial for any business in the world, especially those having field teams. There can be challenges like;

• Time-consuming processes,
• Lost receipts, and
• Policy non-compliance

Because these can literally lead to delays, financial mismanagement & frustration for both employees and the finance team. Among the best solutions, Field Force Management Software by Superworks always stands out for businesses that are managing field employees. Because of its highly efficient features that we have listed above.

So, take a step forward for managing your employee disbursement claims much more smartly, and help your HR, and finance team with no headache at all!