For IT services, MSPs and consulting
Expense management for IT services and consulting: every expense on a client project
Reimgo is for MSPs, IT services and consulting firms whose engineers pay for mileage, parking, hardware and hotel nights at client sites. Each expense is captured against the client project, so billable lines export for the invoice.
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How a project expense flows
- Capture on siteThe engineer snaps the receipt for the switch she bought at the store and tags the client project before leaving the parking lot.
- Split when neededOne hotel night covering two client visits is split by percentage across both projects.
- Approve by cost centerRoute reports to the owner of the cost center the expenses are coded to, then finance.
- Bill backFilter spending by project, export the lines to Excel, and attach them to the invoice.
- ReimburseApproved reports go into a payment batch and a payroll file. Your payroll pays the engineer back.
What matters for service firms
Projects and cost centers
Set up a project per client or engagement. A report type can require a project, so nothing is submitted uncoded.
Billable exports
Report lines export with project, billable flag, category code, date, merchant and amount, ready for the invoice or the PSA.
Field-friendly capture
Capture in the Android app or, on iPhone, in the browser from the home screen. Receipts in a foreign currency convert at the day's rate.
A deadline that holds
A submission window rule warns on or blocks the quarter-old receipt that cannot be billed anymore.
Several entities
A holding company and an operating company can live in one account, each with its own payment batches.
Approvals by cost center owner
A workflow step can be the owner of the cost center on the expenses, before finance. A project can be linked to a cost center.
A 45-person MSP
Twelve field engineers, four project managers, one finance person. Before: expenses on a form at the end of the month, half without receipts, and client re-billing done from memory. After: each engineer submits a report a week, coded to the client, with the receipt attached. The PM approves what is billable. Finance exports the month by project and adds the lines to each invoice. This is an illustration of the workflow, not a customer story.
Questions service firms ask
Does Reimgo integrate with our PSA or ticketing tool?
No. There is no PSA or ticketing integration; export the lines to CSV or Excel and import or attach them.
Can a project have an owner who approves?
Not the project itself. A workflow step can be the owner of the cost center the expenses are coded to, and a project can be linked to a cost center.
Can we track mileage?
Yes. The engineer types the distance and the amount follows the mileage rate set for your company on that date; there is no GPS tracking.
What about subcontractors?
Reimgo is not built for them. It prepares employee reimbursements for your payroll; contractors are usually paid through accounts payable.
Can engineers use it offline?
Yes, for capture. A photo taken offline is kept on the phone and sent when the connection returns; the receipt is read then.
Stop re-keying expense reports next month
Set up in minutes. Invite your team, approve a report, prepare the payroll file.