Automated Receipt Capture
Mobile and email-based receipt capture with optical character recognition that pulls out amounts, dates, and vendors automatically.
We treat policy enforcement and spend visibility as architecture decisions. Every expense management solution we build flags out-of-policy spend and reconciles cleanly with your accounting system from day one.
As a custom software partner, we ask the right questions early about spend policies, approval hierarchies, existing card programs, and accounting tools, so nothing surfaces as a surprise mid-project.
As your team grows, we build lean expense tools that keep spend visible and policies enforced without adding finance headcount too early.
We help finance teams replace manual expense reports and spreadsheet approvals with automated workflows that save time every month.
For organizations managing spend across departments, entities, or countries, we build expense platforms that enforce policy and consolidate reporting at scale.
We’ll discuss your business goals, budget, and timeline. During this initial call, we’ll determine if you need end-to-end software outsourcing or another engagement model.
We’ll craft a plan outlining our approach, based on your requirements and the chosen engagement model. We’ll also assemble a team of specialists who possess the required technical expertise.
Our software engineers will get to work. Throughout the development process, we will track metrics and keep you informed about our progress to ensure you stay up to date.
Below, Svitla shares a sample feature set that forms the core of an expense management solution. However, each real-life use case is unique, so functionality should be tailored to your business specifics.
Mobile and email-based receipt capture with optical character recognition that pulls out amounts, dates, and vendors automatically.
Configurable spend policies that flag or block out-of-policy expenses before they reach an approver.
Role-based, multi-level approval chains that route expense reports automatically based on amount, category, or department.
Real-time syncing of corporate card transactions with expense reports, reducing manual entry and reconciliation.
Machine-learning checks that flag duplicate submissions, unusual spend patterns, or potential policy abuse.
Scheduled, automated disbursement of approved reimbursements via direct deposit or other payment methods.
A simple interface where employees submit, track, and check the status of their own expense reports.
Dashboards tracking spend by department, category, and vendor, with drill-down to individual transactions.
Answer a few simple questions and find out whether you should opt for a custom solution or a pre-built tax preparation tool.
Do you need filing logic for jurisdictions, entity structures, or integrations that off-the-shelf tax platforms don't support out of the box?
Do you need to enforce different spend policies across departments, entities, or countries?
Do you require real-time integration with a specific corporate card program or bank?
Do you need AI-based anomaly detection to catch duplicate or out-of-policy spend automatically?
Do you need custom approval workflows based on amount, category, or department?
Is your current expense process still relying on paper receipts or manual spreadsheets?
Do you need deep integration with your specific ERP, HRIS, or payroll system?
Do you plan to offer this expense management system to other businesses or clients as a product?
Thank you! We will be in touch soon.
In Svitla’s projects, we consistently aim to address the key factors that drive value and cost-effectiveness in expense management software.
Automated approval routing and payment processing shorten the time between submission and reimbursement.
Automated policy checks catch out-of-policy spend before it's approved, instead of after the fact.
Automated receipt capture and card syncing free up finance staff from manual data entry.
Real-time reporting gives finance teams an accurate, up-to-date view of spend across the business.
Developing expense management software is a complex process that includes business analysis, solution architecture and design, development, testing, integration, and user training. At Svitla, the implementation of expense management systems follows these key stages:
Analyze business objectives and gather detailed requirements for the payroll system.
Define the optimal feature set, system architecture, and technology stack tailored to the client’s needs.
Outline the project scope, deliverables, timeline, budget, and team structure.
Our engineers build the expense management platform according to the agreed architecture, covering policy rules, approvals, and reimbursement logic.
We test receipt capture, policy checks, and approval workflows to confirm expense reports process correctly before rollout.
We migrate historical expense records and employee data from legacy systems or spreadsheets into the new platform.
We connect the expense platform with your ERP, corporate card program, and HRIS so spend data flows automatically.
We train your finance and HR teams, along with employees, on the new platform so everyone can use it confidently from day one.
After the system goes live, we offer ongoing technical support to ensure stability and performance. We also implement enhancements and new features as your business and payroll needs evolve.
Based on Svitla’s experience, average costs for building a custom expense management solution vary from $400,000 to $1,000,000, depending on the solution complexity.
Want to understand the cost of your expense management solution?
Calculate the cost
What Our Clients Say About Us
Discover how we partnered with a leading global exchange organization to enhance their securities and derivatives trading services by developing a critical application and migrating to Azure. This partnership improved scalability, reliability, and deployment speeds, enabling efficient financial data processing.
Uncover the ways we streamlined the testing process for a global tech leader's payment terminal software, introducing an automated framework and BDD-style tests that accelerated testing, enhanced quality, and reduced costs, enabling more efficient testing under various conditions.
Uncover the ways we revitalized a spend analysis software by transitioning it to a cloud-based solution with a new tech stack and microservices architecture, significantly enhancing scalability and performance while continuously supporting its evolution with new features and improvements.
Please answer a few quick questions about the expense management solution you’re looking to build. This will help our experts better understand your needs and calculate a tailored quote much faster.
Thank you! We will be in touch soon.
With 17 years of experience engineering financial software across dozens of industries, Svitla offers full-cycle services to deliver effective expense management solutions.
Expense management needs analysis
Audit of existing expense processes and tools (if any)
Recommending optimal expense system features, architecture, and tech stack
Preparing a plan of integrations with required systems (ERP, card programs, HRIS, payroll)
Implementation project cost & time estimates, expected ROI calculation
Expense solution conceptualization
Architecture design
Expense system development
Integrating the solution with the necessary systems
Quality assurance
User training
Continuous support and evolution (if required)
Yes. We build expense management solutions to integrate with the ERP, corporate card, and HRIS systems you already use, so approved spend flows straight into your books without manual entry.
We treat data security and policy compliance as architecture decisions from day one, applying access controls, encryption, and audit trails throughout the approval and reimbursement process.
Yes. We work with finance and IT teams to migrate data and functionality from legacy or spreadsheet-based expense processes to a modern, automated platform with minimal disruption to employees.
We work with both: lean, single-workflow expense tools for growing businesses, and complex, multi-entity expense platforms for large organizations with established policies and approval chains.
Yes. After go-live, we offer ongoing technical support and continue to implement enhancements as your expense management needs and business evolve.