Expense Management Module

Better-governed expenses. More reliable processing.

Sigmia’s Expense Management module centralizes receipts, rules, approvals and reimbursements. It supports your organization’s expense policies, taxes, currencies and payment methods.

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The Challenges

When rules multiply, every expense requires more control

Expense claims may involve several rate schedules, taxes, currencies, cards and approval levels. Without a shared process, controls multiply and traceability becomes fragmented.

Without the module

  • Receipts are submitted in several formats

  • Rate schedules and taxes are verified manually

  • Corporate-card transactions are reconciled separately

  • Exchange rates come from different sources

  • Policies are applied inconsistently

With the module

  • Receipts are centralized and digitized

  • Calculations follow configured rules

  • Card expenses are reconciled

  • Currencies use updated exchange rates

  • Policies are integrated into controls
Key Features

Six capabilities to manage your expenses with greater control

The module governs expenses from entry through transfer to payroll or financial systems. Rules can be adapted by profile, entity, project, country and category.

See the module in action
  • 01

    Receipt submission and reading

    Submit expenses from a mobile device or computer. AI extracts dates, amounts, suppliers, currencies and taxes.

  • 02

    Policies and approvals

    Apply limits, categories, conditions and approval paths according to profiles, entities, projects or countries.

  • 03

    Mileage and meal allowances

    Calculate mileage allowances according to your rates and account for rules associated with meals and other allowances.

  • 04

    Corporate cards

    Reconcile card transactions with receipts, then allocate them to employees, projects and cost centres.

  • 05

    GST, HST, QST, taxes and currencies

    Calculate applicable Canadian taxes, configure other tax types and manage several currencies using exchange rates updated in real time.

  • 06

    Archiving and integrations

    Retain receipts using evidentiary archiving, then transfer validated information to payroll or financial systems.

From receipt to reimbursement, with stronger traceability

See how an expense in a foreign currency can be read, converted, matched with a corporate-card transaction, checked against the applicable policy and submitted to the responsible teams.
Integrated AI

Assistance that reduces repetitive verification

Sigmia AI helps extract and structure receipt information. It flags selected discrepancies, while acceptance or rejection remains the responsibility of authorized individuals.

  • Extract amounts, taxes, dates and currencies
  • Identify duplicates and inconsistencies
  • Support the application of expense policies
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Administrative Management Suite

Connect expenses to employees, payroll and finance

The module draws on HR Database information and transfers validated data to the relevant processes.

View the complete suite

  • 01

    HR Database

    Associate each expense with the correct employee, entity, location and responsibilities.

  • 02

    Payroll Processing

    Transfer approved reimbursements to the payroll cycle when that payment method is selected.

  • 03

    Finance

    Send validated taxes, allocations and expenses to the relevant financial structures.

  • 04

    Shared Services Centre

    Centralize questions about policies, receipts, corporate cards and reimbursements.

Frequently Asked Questions

Everything you need to know about Expense Management

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The module governs employee-submitted expenses, mileage allowances, meals and expenses paid with corporate cards.
Categories and conditions are defined according to the organization’s policies.

Rules can account for the amount, profile, entity, country, project, category or payment method.
The system guides data entry and flags expenses that require review.

Transactions can be integrated into the supporting-document and approval process.
They are then connected to the employee and the relevant financial dimensions.

Yes. The module calculates applicable Canadian taxes and allows other tax types to be configured internationally.
Calculating a tax does not automatically determine its fiscal treatment. That treatment depends on the receipt and applicable rules.

The module supports several currencies and uses exchange rates updated in real time.
Amounts can be converted into the reference currency and analyzed at the entity or group level.

Evidentiary archiving is intended to preserve the integrity, readability and traceability of receipts throughout the retention period.
The organization remains responsible for the applicable retention periods and tax rules.

Bring greater control to expenses, taxes and approvals

Request a demo Explore the Administrative Management suite