Reimbursement Software in India: What to Look For

Reimbursement is what happens when an employee pays out of pocket and the company pays back later. It is slow for the employee, heavy for finance, and hard to audit. Software can speed up the paperwork. The question to ask is which parts it fixes.

The reimbursement process, step by step

1. The employee pays and keeps the bill.
2. They file a claim with the bill.
3. A manager approves.
4. Finance checks the policy and the bill.
5. Finance pays the employee and posts the entry.

Each step can stall. Software helps most where it removes steps.

What to check

• Bill capture. Can the employee photograph the bill and have the details read automatically (OCR)?
• Policy checks. Does the system compare the claim to your policy, such as category limits, before it reaches a manager?
• Approvals. Are they quick, with one tap, and can they follow your hierarchy?
• Payout. How soon after approval does the employee get paid, and is it automatic?
• Duplicates and anomalies. Does it catch the same bill claimed twice?
• ERP posting. Does it post to Tally, SAP, Oracle, Zoho or Microsoft Dynamics?
• Reports. Can you see claims by person, team and category?

The bigger fix: fewer claims

The simplest reimbursement is the one that never happens. If employees pay business expenses from company funds, at the point of purchase, there is nothing to claim later. They also stop paying business costs from personal accounts. Our guide on why employees shouldn't pay company expenses from their own account covers the reasons.

What OmniCard offers

Reimburse360 captures bills with OCR, gives managers one-tap approvals and settles automatically. For the spend that never needs a claim, employees pay by UPI (an @omni ID) or RuPay card from company funds, with limits by employee, department, cost centre, category, merchant, location and time checked before the payment goes through.

Customer results:

• Berar Finance, an NBFC across 7 states, reports reimbursements 57% faster.
• ISKCON Bengaluru went from 14 days to 3 days for reimbursements.

See Reimburse360 →