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QuestionHow important is this?CommentsNotes
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Not verySomewhatVery
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What are our priority features for an EMS?Out-of-pocket reimbursementsWhat people typically mean by "expense management": a way for staff to log costs they've incurred themselves, submit receipts, and get reimbursed via payroll.
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Company debit cardsDebit cards that staff can use to pay for work expenses directly.
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Company credit cardsCredit cards that staff can use to pay for work expenses directly.
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Invoice paymentReceipt & payment of third party invoices ("accounts payable").
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Customizable approval structuresHaving a subset of users or teams have their expenses approved by particular people.
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Customizable threshold structuresHaving a subset of users or teams have different thresholds for needing receipts or approvals (e.g. operations staff having a higher thresholds if they buy company equipment).
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Allowances/stipendsSpecific "budgets" per user or team e.g. for professional development.
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QuickBooks/Xero integrationImportant in our opinion.
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Strong user experience (UX)"We're happy to work within constraints of a system that offers the core features" vs. "Staff attention is critical and we're happy to pay a premium to preserve it."
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We don't think we need a dedicated EMS"We're happy with the way staff currently use all these features via other systems."
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QuestionAnswerCommentsNotes
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What's our budget for an EMS?We're only interested in free solutionsIt's possible to find free solutions, though these won't typically include approval structures or threshold structures.
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Up to $10 per user per monthA typical pricing structure is something like $9 per user per month.
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Up to $20 per user per monthThis widens the scope to include more feature-rich and flexible solutions.
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We'd consider >$100 per month