Comment simplifieriez-vous efficacement le suivi des dépenses de plusieurs clients ?

Streamlining expense tracking for multiple clients can improve accounting efficiency and accuracy. Strategies include using robust accounting software like QuickBooks, Xero, or FreshBooks, automating data entry, implementing a consistent system with standardized expense report templates, using cloud-based solutions for real-time updates, regular reconciliation, using mobile apps for on-the-go tracking, maintaining a centralized database, providing regular staff training, automating reporting with custom reports, integrating with other systems like ERP and payment systems, implementing strong internal controls, and leveraging AI and machine learning for expense categorization and fraud detection.

Standardize Categories: Use consistent expense categories. Utilize Software: Adopt dedicated expense tracking tools. Assign Client Codes: Tag expenses with client-specific identifiers. Set Deadlines: Establish clear submission timelines. Automate Receipts: Use tools for automated receipt capture. Reconcile Regularly: Match expenses with client agreements frequently. Centralize Documentation: Maintain a single repository for all expense records. Provide Training: Educate clients on accurate expense submission. Monitor Compliance: Ensure adherence to expense policies. Seek Feedback: Continuously improve processes based on input.

Para simplificar o rastreamento de despesas é essencial um software que seja integrado com todos os setores da empresa, onde cada processo alimente todos os outros, desde o pedido de compras, entrada ou saída de nota fiscal, alimente os setores: fiscal, financeiro, contábil, Departamento Pessoal, Gerencial Administrativo, controladoria, complieance vice-versa e etc. É primordial é que o sistema faça rateios dos custos e despesas com referências parametrizadas conforme as politicas e necessidades de cada empresa. Outro ponto importante é o software poder permitir que os usuários possa emitir relatórios comparativos com informações comparativas de outros setores e processos para fazer análises comparativas.

This includes creating a Standard Operating Procedure (SOP) in place before the accounting system is being set up and including segregation of duties to prevent fraud. For example, in a shipment process, those who are receiving the goods will not be the person who approved the purchase of those goods. This is what we called as segregation of duties.

Again, I want to emphasize that employee empowerment is truly important because it helps them feel more responsible and invested in the outcomes. This type of empowerment encourages initiative and can result in more effective and efficient problem-solving, and not just helps manage the workload.

The management accountant in the company can help to create a monthly variance report to track and compare the expenses (i.e., that is comparing the actual spending with budgets). This will help the accountant or management to help to track why certain cost items have a huge spending and the variance is really considering very material. This will help them to take any corrective actions promptly to reduce the overall spendings.