Track Expenses Online, Eliminate Paper, Manage Receipts,
Manage Travel Expense, Email Notifications, more!
TrackStar Expense Tracking is a comprehensive and affordable expense tracking software for managing and tracking employee expenses. The system is 100% web based, and can be deployed as an in-house solution, or hosted by Internal Systems (SaaS). Either way, all you need is a browser to run the software!
Once expense report information has been entered, the expense sheet is submitted for approval. There are several options for handling expense report approval within TrackStar. The default method is for managers to approve expense reports for employees they manage. Project Manager approval is an option as well. When enabled, expense items are related to projects. The manager of each project then has "item level approval" for expenses related to their projects. In this mode, expense line items may require approval by different managers, which is handled automatically. Finally, the system supports an optional second level approval of expenses. When this option is enabled, once expense reports are approved through the first level process, a second person has "review and acceptance" capability.
Expense reports are saved indefinitely, and are available for historical review and reporting. Extensive reporting is available showing expense by customers, employees, projects and various other categories.
A credit card transaction interface is included. Credit card transactions, typically from a company card account, may be loaded into the system via file import. Once loaded, the system performs name and account matching to identify the employee and expense account each item is associated with. Items that cannot be matched automatically can be manually matched. Employees are notified via email of new credit card transactions assigned to them. They then create a new expense report, and import transactions. The expense items can be further described, related to projects or customers, and then submitted for approval.
A tool is provided to facilitate interfacing with your accounting system. You can setup exports in various standard file formats, and then choose the fields, formats and order. This makes it easy to adapt TrackStar to virtually any accounting system with minimal effort. Exports can be performed manually, or can be automated for unattended operation.
TrackStar Expense Tracker can be used as a standalone solution, or can be integrated into a more robust Time and Project Tracking system. ISC makes it easy to add additional modules or users later. A link at the bottom of this page will take you to other product description pages.
The sections that follow describe features of TrackStar Expense Tracker, and shows sample screens to help you understand its' capabilities.
- Getting Started
- Account Maintenance
- Account Lookup
- Business Rule Setup
- Expense Report Policy Setup
- Currency Maintenance
- Credit Card Import
- Expense Report Review
- Expense Report Spreadsheet
- Expense Report Details
- Mileage Calculations
- Expense Currency
- Receipt Handling
- Expense Report Summary
- Expense Report
- Expense Report Approval
- Approval Actions
- Expense Item Approval
- Expense Report Acceptance
- Employee Reimbursements
- Employee Expense Summary
- Account Balance Report
- Email Notifications
- Administration Tools
- Outstanding Support
- Expense Tracking Software Attributes
- Expense Tracking Software Features
- Features Common to all TrackStar Modules
- Expense Tracking Pricing
- Next Steps
You access TrackStar by clicking on a browser link. The system provides multiple levels of security and encryption, so your data is safe and secure.
Each employee logs on to TrackStar using their unique ID and password. Once signed on, a menu system is presented that reflects the capabilities that have been granted each user. Though simple to use, multiple levels of help are provided to assist users if needed.
The Account Maintenance sets up the accounts that are used on your expense reports. You can associate each one with a GL account number, and can identify the order that each will appear on the expense report form.
Review the Expense Spreadsheet (below) to see the effect of these account entries.
An account lookup table is provided to allow you to relate standard industry codes (SIC's) to your expense accounts. This lookup table is used when importing credit card transactions (described below).
Business Expense Management becomes easier when credit card transactions are fully accounted for.
Business Rule Setup
You will use the Account Rules to setup the business rules for editing expenses. You may define multiple rule sets so that different groups of employees can have different rules. For example, you might have one rule set for the US, and another for Canada.
Once a rule set is created, you may define individual rules, such as "require receipts for more than $25". The tool allows you to enforce your business policies through automation.
Expense Report Policy Setup
Expense Policies are used to set limits for entry and approvals. You can limit expenses by day, week, or report. You can also set approval limits.
As with expense rules, multiple policies can be created and assigned to groups of employees.
The administrator uses this form to enter currencies that are allowed to be used when entering expenses. You add currencies from a master list, and then specify a default exchange rate. Rates can be updated periodically.
After being defined, employees can enter expenses in foreign currency amounts, which are converted to dollars automatically by the system. Employees can override the default exchange rate to reflect actual rates at time the expense was incurred.
Credit Card Import
The Credit Card Import form is used to import transactions provided by your credit card company. Once transactions are loaded, TrackStar matches them based on the name and account lookup to make them ready for expense reporting.
Employees are notified via email of transaction assignment. They can then import these transactions into their expense report, and provide additional detail if needed.
Expense Report Review
Employee's use the Expense Review form to review historical records of past expense reports they have entered and submitted. The record is permanent, and can be easily searched by status or date.
The review form is also used to create new expense reports, to delete existing ones (that have not been approved), and to submit expense reports for management approval.
Expense Report Spreadsheet
Employees use the Expense Spreadsheet to enter or edit expense items. The accounts that appear, and the order in which they appear are both setup using the Account Maintenance tool described previously.
To enter an expense, you simply enter the dollar amount in the proper cell. Each entered item will assume the attributes described in the "Input Specifications" section. Once expenses are entered, each individual item can be edited.
Expense reports can span multiple weeks if needed.
Expense Report Details
The detail form can be used to enter expense items, but is more commonly used to edit details about items. You first select the expense item, and then use the detail section to specify Customer, Category, or various other parameters.
For Mileage expenses, the dollar amount is calculated automatically based upon a standard mileage rate entered by the administrator.
You can optionally configure the system to require origin and destination addresses when entering mileage expenses.
TrackStar will calculate the shortest driving distance between the points, and enter the number of miles based on the calculation. This feature will make your mileage payments accurate, and save you money!
Note: A small per-transaction fee is charged when this option is enabled.
The currency form is used to enter exchange rates as of the date the expenses were incurred. The initial values are set from the master currency table.
Only those currencies used on the report are displayed on the form.
You use the Attachments tab to load and review receipts. You can upload files of any type, including scanned in receipts, spreadsheets, etc. A thumbnail view is provided, as well as a full download.
Receipts can be emailed to the system, which are automatically filed based on a matching scheme. You can also configure for faxed in receipts.
Expense Report Summary
The Summary tab summarizes the expense information for the current report. It shows total expenses, as well as the amount to be billed, and the amount to be reimbursed to the employee.
The optional description field describes the purpose of the expenses.
Expense Report Summary
A printable version of the report shows a day-by-day view of the expenses by account. If the report spans multiple weeks, each week's information is displayed on a separate page, and is totaled by week.
This report replaces the expensive and cumbersome multi-part forms that many companies use.
Expense Report Approval
Once expenses have been submitted for approval, managers use the system to review and approve them. A search form quickly shows reports that require management attention.
When integrated with other TrackStar modules, this form is used to select Timesheets, PTO Requests, and other items that require approval.
Managers can review expenses using a form that is similar to the entry form. Individual items can be reviewed, and in some cases, edited.
The message area shown allows managers to respond back to the employee if a problem exists with the expense report. Messages entered here are automatically routed to the originator through your standard email system.
Expense Item Approval
TrackStar also supports an approval model where project managers or owners do approvals. When setting up projects, a project manager is identified. Any expenses associated with the project must be approved by the project manager. The Expense Item Approval tool facilitates this by showing all expense items that a project manager "owns". This makes approval fast and simple, and gives the responsibility to the appropriate manager. Project Manager Approval is a setup option.
Expense Report Acceptance
An optional second level approval is also supported. This is typically used by your accounting department to review expenses for policy adherence, and to make a final judgment on the expense report.
The form allows you to list all Approved reports that have not yet been accepted, and to then review and Accept or Reject them.
TrackStar provides a form for tracking reimbursements to employees. You can either enter check numbers, or automatically reimburse employees using an automated ACH interface.
For automated payments, the system will transmit reimbursement information to a payment processor, who will generate the ACH payments through the FED.
Employee Expense Summary
TrackStar includes many useful reports that help to manage employee expenses. All reports can be exported to Excel, or can be viewed or printed.
This report shows Expense reports by employee, and shows their status, amount and description. This report can be filtered by employee or department.
Account Balance Report
The Account Balance report shows the number of items billed to each account for a specified period. It can be used to enter GL information, or to reconcile expense reports.
Reports can be scheduled to run at predefined intervals, and emailed to specified employees.
Also, a built-in report writer is included to facilitate ad hoc reporting.
Email is used for notifications. You can configure the system to send an email whenever an expense report is submitted. This makes it easy for managers to stay on top of reports that need to be approved.
TrackStar includes a robust set of administration tools to help you configure and tailor the system. You use the admin tools to load and maintain employee, department, account, and various other data tables in the system. It also includes a scheduling tool that can be used to generate background jobs or tasks, such as data extracts and reports. For example, you can setup a job to email a balance report to your accounting group weekly.
|Customer Maintenance||Setup customers whom projects belong to.|
Define your company's organizational structure.
Enter and maintain the employees who use the software.
|Rate Maintenance||Build standard rates for costing and billing.|
Create custom reports.
Setup jobs to run at preset intervals.
|Security Maintenance||Define employee access to system functions.|
System Preferences Maintenance
Setup operational preferences.
User Field Maintenance
Define custom fields to extend TrackStar.
User Code Maintenance
Enter coded fields for choice lists.
ISC provides world-class support for its software. When you have a question or problem, our staff provides the answers you need, when you need them.
For ASP customers, the support fees are built-in to the monthly fee. This includes updates, phone support, and periodic enhancements. For in-house customers, our support plan is required in the first year and optional thereafter.
|ASP Support - Included with ASP plan.|
|Annual Support - Offered to in-house customers.|
|Per-Incident Support - Provides support on a per-call basis.|
|Training Services - Administrative training for TrackStar.|
Expense Tracking Software Attributes
- 100% web based software.
- Available as an in-house solution or as a hosted (SaaS) service.
- Scalable from a few users to thousands of users.
- Highly customizable through preference settings.
- Point-and-click interface makes learning easy.
- Comprehensive, affordable solution.
- Simple implementation, virtually maintenance free.
Expense Tracking Software Features
- Fast, easy entry. Simplified way to track expenses.
- Comprehensive business expense management.
- Customizable accounts and SIC cross reference.
- Customizable expense form.
- Support for User Defined fields.
- Support for Travel Advances.
- Mileage calculation based upon company rate.
- Miles calculator using origin and destination points (optional).
- Receipt management and truncation.
- Email/FAX receipts supported.
- Online management approval.
- Project manager approval option.
- Track reimbursements by check number or ACH confirmation.
- Supports automated ACH (echeck) reimbursements to employees.
- Exports to QuickBooks and other accounting software.
- Personal Credit Card Transaction Import.
- Corporate Credit Card Import with employee notification.
- Customizable interface to accounting systems. Unattended exports.
- Customizable business rules (approval limits, weekly limits, daily limits, etc.).
- Email notification of pending, rejected reports.
- Track billable expenses.
- Track monies due employees.
- Track expenses by Vendors.
- Excellent reporting.
Features Common to all TrackStar Modules
- Ability to automatically synchronize employee information with external systems.
- Ability to link to Active Directory for single logon (Hosted & In-house).
- Supports multiple cultures.
- Supports multiple web browsers.
- TrackStar is built using the latest Microsoft .Net technology. For in-house installs, it requires a Windows based server, with IIS and SQL Server. For ASP installs, the only thing required is a browser!
- 100% web based. Nothing to install or purchase. Just load and go!
- Saves money by automating manual process.
- Improves accuracy and timeliness of customer billing.
- Saves money by implementing your business rules to ensure your policies are adhered to.
- Expense Tracker ASP (SaaS) is installed in ISC's datacenter. You simply access the system from your browser, using a URL that has been registered for you. You pay a monthly ASP fee that includes support.
- Expense Tracker In-House is installed in your offices. You pay a one-time license fee, plus an annual maintenance fee (required in the first year, optional thereafter).
- Various support and service options available to ensure your ongoing success.
Expense Tracking Pricing
TrackStar Expense Tracker is priced on a per Active user basis. An active user is one who has been entered in to the application and has the ability to log on. Employees who terminate can be marked inactive, and no longer consume one of your licenses.
A small number of administrative licenses are needed to perform setup and maintenance. Admin licenses are priced separately from Expense Tracker licenses.
Additional charges may apply for data storage in excess of normal standards.
|> 1000||Please Call!||Please Call!|
Prices based on 12 month committment term. Setup fees start at $250. Multiple training options are also provided.
All prices are subject to change without notice. Please ask for a quote on
your specific configuration. In-house price includes first year annual support.
- Fill out an information request form by following the Request Information link. A sales representative will contact you and can provide additional information, and pricing specific to your configuration.
- Request a demonstration so you can experience TrackStar first hand. ISC will guide you through the system, and point out its features and capabilities.
- Confirm configuration, pricing and obtain approvals.
- Review and execute our standard ASP or License agreement.
- Begin using TrackStar!
Learn about ISC
Learn about other ISC Products
Visit ISC's home page
ISC makes getting started fast and easy. A complete planning guide is provided to assist you with your data collection and policy definition tasks. Once information has been gathered, you use the administration functions of TrackStar to enter/import data. Excel templates are provided to help you organize your data and to simplify import. You can be up-and-running in a few days!