Expense Management Software for Claims and Travel
Advances, train and flight tickets, hotel stays and daily claims, raised from the phone with a photo of the bill. Managers approve in one tap and accounts settle the advance against the claim.
iPresent expense management handles employee reimbursement from start to finish. A sales executive asks for a travel advance, books a train or hotel through a ticket request, adds bills from the road and submits the claim. The manager approves it, accounts sees the advance already set off against it, and with the Tally add-on, the entry lands in your books.
It suits businesses with people who travel or spend on the company’s behalf: field sales, service engineers, site supervisors and branch managers. iPresent by Infoways is set up by our team in Mahape, Navi Mumbai, and we support companies in Mumbai, Thane, Pune and all over India. Expenses come in the Essential Expenses and Enterprise plans.
One flow from advance to accounts
Every claim carries its bill, its approver and its advance.
Travel & Advance Requests
Employees ask for an advance before the trip, with the purpose and amount on record.
Ticket Requests
Train, flight and hotel bookings requested through one form instead of separate emails.
Receipts
Snap a photo of the bill in the app and attach it to the claim on the spot.
One-Tap Approvals
Managers approve from their phone, and larger claims can go through more than one level.
Advance Adjustment
The advance already given is adjusted against the claim, so only the balance is paid or recovered.
Entries into Accounts
Approved expenses create entries automatically, and sync to Tally with the add-on.
Ready to get started with iPresent Expenses, by Infoways?
Book a demo and Infoways will show one claim go from advance to Tally entry, or start your 9-day free trial.
Book a Free DemoWhere a paper claim goes wrong, and what changes
Follow one claim from a sales trip to Nashik.
| Step | Paper vouchers or Excel | iPresent expenses |
|---|---|---|
| Before the trip | Cash advance given, noted in a diary | Advance request approved in the app and recorded |
| Booking travel | Separate WhatsApp messages for train and hotel | One ticket request for train, flight or hotel |
| Bills on the road | Lost, faded or kept in a wallet for weeks | Photo taken and attached the same day |
| Approval | Voucher waits on the manager’s desk | Manager approves on the phone, extra level for big amounts |
| Settling the advance | Often forgotten for months | Adjusted against the claim automatically |
| Books of accounts | Accounts team types each voucher | Entries created automatically, sent to Tally with the add-on |
If your claims feed into salary, see how the Tally plan works on the payroll management software page.
Setting up claims the way your company pays
- 01
Read your travel policy
Share your current policy, even if it is one page. We note expense types, daily limits and who can travel where.
- 02
Set expense heads
Fuel, local travel, food, lodging, tickets and client entertainment, matched to how your accountant wants them.
- 03
Decide approval levels
For example, team leader up to Rs 5,000 and branch head above it. You choose the levels and the people.
- 04
Connect accounts and Tally
With the Tally add-on, we map each expense head to your ledgers so entries go to the right place.
- 05
Show staff how to claim
A short demo for field staff on raising an advance, adding bill photos and checking claim status.
What iPresent expense management includes
- Travel and advance requests
- Unified ticket requests for train, flight and hotel
- Receipt photos attached to each claim
- One-tap approvals on the phone
- Multi-level approvals for larger amounts
- Advance adjustment against claims
- Automatic expense entries into accounts
- Tally sync with the integration add-on
- Setup and training by Infoways
What expense management costs
Expenses are in the Essential Expenses plan at Rs 450 per app user per year, which also includes attendance, assets and self-service. Enterprise at Rs 540 adds timesheets as well. Each web dashboard user is Rs 3,600 a year, and Tally integration is a Rs 3,600 yearly add-on. A 40-person field team with one accounts login would pay Rs 18,000 plus Rs 3,600, Rs 21,600 a year before GST, or Rs 25,200 with Tally. All plans are on the iPresent pricing page.
Who gets the most out of digital claims
A logistics firm in JNPT and Uran pays drivers and supervisors for tolls, food and small repairs every week. With claims on the phone, each payout has a bill and an approver, and advances given at the yard are settled before the next trip.
A pharma field sales team in Navi Mumbai claims daily allowance and local travel. Because iPresent also records GPS check-ins at client visits, a manager can see the day’s visits next to the day’s claim. See the employee tracking app for how field check-ins work.
A construction contractor gives site supervisors cash for small purchases like cement bags, diesel for a pump or a day’s labour transport. Each spend goes in as a claim with a bill photo against that advance, so the office knows what is still unaccounted for at any site, any day.
Mistakes to avoid with expense software
Do not set too many approval levels. Three people approving a Rs 300 auto bill only slows down reimbursement and annoys staff. Keep one level for small amounts. Do not skip the policy step either: software follows rules, so if your limits are unclear on paper, they will be unclear in the app. And if only two or three people ever claim expenses, the Standard plan with claims handled by accounts may be enough.
Expenses connect with these modules
Claims are better with attendance and Tally behind them.
Expense Management: Common Questions
Which iPresent plan has expense management?
The Essential Expenses plan at Rs 450 per app user per year, and the Enterprise plan at Rs 540, which includes everything.
Can employees ask for an advance before travelling?
Yes. They raise a travel or advance request in the app, and once approved it is recorded and later adjusted against their claim.
How are bills submitted?
The employee takes a photo of the receipt in the app and attaches it to the claim, so the bill does not need to be carried back to the office.
Can different amounts go to different approvers?
Yes. Multi-level approvals let you send larger claims through more than one approver.
Does it work with Tally?
Yes, with the Tally integration add-on at Rs 3,600 a year. Approved expense entries sync to Tally.
Can train, flight and hotel bookings be requested?
Yes. A single ticket request covers train, flight and hotel, so travel bookings are not spread across emails and messages.
Can managers approve when they are travelling?
Yes. Approvals happen in the iPresent app on the manager’s phone, so a claim does not wait until they are back at their desk.
Can I try it before buying?
Yes. There is a 9-day free trial, and Infoways can set your expense heads and approvers for the trial.
Clear your pending claims pile
Book a demo and Infoways will show one claim go from advance to Tally entry, or start your 9-day free trial.
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