Serko Incharge is a cloud-based expense management solution that allows employees to easily submit expense claims and organizations to quickly process them. It integrates with major corporate credit cards and automatically calculates tax liabilities. Research shows Incharge can reduce the cost of processing expense claims by up to 75% compared to traditional methods. The solution is quick to deploy, easy to use, and pays for itself within a few weeks through reduced processing costs and improved employee satisfaction.

1. DATASHEET
Serko Incharge –
Expense management
on the fly
Incharge at a glance
• Cloud based expense management solution
• Suitable for any organisation with 50+ employees
• Quick to deploy and easy to use
• Support for all major corporate credit cards
• Automated GST and FBT liability calculations
• Pre-trip approval integration with Serko Online travel
booking system
• Per-user monthly fee, only pay for active users
Introduction
Maintaining control over Travel and Entertainment (T&E)
spending is a challenge for almost every organisation.
For most large firms, T&E accounts for approximately
20% of total OPEX spending. So having the right expense
management and travel booking tools in place to manage
it is a priority. And for organisations that have, or are
considering, a corporate credit card programme, an
automated management tool is essential in order to
maintain any meaningful control over spend.
Serko Incharge is a leading cloud-based, expense
management tool that makes it simple for employees to
submit expense claims, and quick for organisations to
process them.
Employees spend less time fighting their expense
claims. Employers dramatically reduce the time and
expense of managing those claims through Incharge’s
intelligent automation.
In a recent study by the Aberdeen Group, Incharge was
shown to reduce the cost of processing expense claims by
as much as 75%. When multiplied by the number of claims
being processed each month that can represent some
staggering sums.
serko.com
Expense workflow
SPEND
Incharge helps manage every type of corporate expense
from corporate credit cards (Amex, Mastercard, Diners
and VISA) to out-of-pocket expenses, mileage claims, cash
advances and ‘per diem’ allowances.
SUBMIT
Each expense type is managed through a custom workflow
that makes it easy for users to submit claims.
Corporate credit card statements are automatically
imported into Incharge, coded according to spend category
and organised ready for review. Once statements are
available for review, employees are sent an email inviting
them to log in, attach their receipts and submit.
APPROVE
As soon as a claim is submitted through Incharge the
appointed manager receives an email inviting them to
review the claim. Any items that fall outside of policy are
marked with an alert icon, minimising the amount of time
required to review a claim. Managers can approve or
escalate an item with a single click or return the claim to the
employee for further clarification.
PROCESS
Incharge ensures every claim submitted contains all the
information required for finance to process it, including
receipts and narratives. The system has a sophisticated
understanding of different currencies and local tax rules
(e.g. GST and FBT for Australia) so it can automatically
calculate tax liabilities.
After reconciliation and approval Incharge generates a
formatted export file ready for loading into finance or
ERP systems.

2. serko.com
ANALYSE
The Incharge reporting module provides organisations
with in-depth visibility into corporate spend. Reports can
be generated to include company-wide statistics or by
individual user, project, department, region etc.
With better visibility into what is being spent and by whom,
organisations can develop policies that better reduce
total OPEX spend across the organisation and can quickly
identify areas or teams that need special attention.
Policy management & system
integration
At the heart of Incharge is a sophisticated workflow engine
that applies the relevant corporate policy to each expense
type. The system can be configured to apply a wide range
of different rules and policies to claims such as a maximum
spending limit for a taxi fare or a total limit per month on
office supplies. Policies can be applied for specific users or
for all users in a selected region.
When a policy is breached, an alert icon appears next to
the item, enabling approvers to see at a glance when rules
have been infringed. Other alerts in Incharge also act like
policies for example, when a user modifies the GST rate or
the default exchange rate.
Incharge can be customised to integrate with all major
ERP systems (e.g. SAP) to provide expense categories and
management / approval hierarchies that are essential to an
extraordinary EMS solution.
The system incorporates a comprehensive approval
process through which every submitted claim is routed
before being paid. In the event that expense approvers are
unavailable, alternative approval flows can be configured
which ensure that employees aren’t disadvantaged through
absences etc.
Time to value
Unlike first generation solutions, Incharge is quick to deploy
andeasytolearn.Setupandconfigurationtakesacoupleof
daysandnewcustomerscanbeupandrunningwithinaweek.
New users can be set up in minutes by an in-house
administrator and our in-house training team will ensure
that everyone gets the information that they need to get the
most out of the system. As the software is so intuitive, most
users are up and running with less than an hour of training.
Business benefits
Aberdeen Group research suggests that the administration
cost-per-claim is in the region of $29 USD per claim.
Organisations using Incharge typically reduce this cost by
up to 75%. Multiply this by the number of claims across an
organisation and the savings are substantial.
In addition to headcount cost savings, Incharge improves
employee satisfaction by reducing the processing time for
expenses and speeding up the reimbursement of out-of-
pocket expenses. Incharge’s ease of use ensures employees
embrace it quickly. The solution typically pays for itself
within a few weeks.
Charging model
Like Serko Online, Serko Incharge is charged on a ‘pay for
what you use’ basis. So if 50 employees submit 4 claims in
a given month you pay a flat fee for each active user for
that month. There’s no charge for users that are inactive
in any month.
Volume breaks allow larger organisations to reduce the
cost-per-active-user per month. There’s no set-up fee or
other hidden charges.
This model encourages users to submit expense claims
more regularly, which in turn helps improve visibility and
staff satisfaction.
Integration with Serko Online for
travel expense management
Expense management and travel booking are inter-linked.
For large organisations travel can account for as much as
8% of OPEX spend and is notoriously difficult to manage
and control.
With tight integration between an organisation’s expense
management tool and its travel booking tool organisations
can maintain tight control over spend and implement a
streamlined approval workflow to ensure travel booking
approvals and expense approvals are aligned.
For organisations using both Serko Online and Serko
Incharge built-in integration ensures travel bookings
and related expenses only need to be approved once
in a single place making the approvals process more
streamlined and efficient.
At the core of the integration between Serko Online and
Serko Incharge is unique trip pre-approval functionality
that allows travelers to have a trip fully approved by the
finance team or relevant approvers before they depart. This
ensures all travel and expense policies are fully met speeds
up the approval process and delivers significant cost savings
and productivity improvements for the organisation.