> Simulated benchmark · Expenses and reimbursements. Workflow, example and practical criteria.

Source: https://hice.ai/en/blog/simulated-benchmark-expense-management-reimbursements-and-receipt-approval-tools
# Simulated benchmark: expense management, reimbursements and receipt approval tools

- Scenario assumptions and calculations
- Define the outcome and records
- A pilot on the complete workflow
- Rules, exceptions and work cost
- Apply the workflow in HICE
- Choose the next step

This benchmark is simulated and reproducible: twelve duration pairs illustrate mean and change calculations. It is a methodological reference to replace with measurements from your own process.

## Scenario assumptions and calculations

| # | Before, minutes | After, minutes |
| --- | --- | --- |
| 1 | 14 | 9 |
| 2 | 10 | 7 |
| 3 | 16 | 11 |
| 4 | 9 | 6 |
| 5 | 12 | 8 |
| 6 | 15 | 10 |
| 7 | 11 | 7 |
| 8 | 13 | 9 |
| 9 | 10 | 7 |
| 10 | 17 | 12 |
| 11 | 12 | 8 |
| 12 | 14 | 9 |

Mean before: 12.75 minutes; after: 8.58. Simulated change: 32.68%. Formula: (mean before − mean after) / mean before × 100.

## Define the outcome and records

For this topic the control starts with receipts, dual approval and client recharges.

An administrative workflow links a request to its document, owner and approval outcome. Requested, approved and paid are separate states. For purchases and assets, also retain supplier, asset and document evidence; do not add amounts across currencies.

Record amount, currency, document and project, assign an approver and retain rejection reasons. Hypothetical example: requests of 120 EUR and 80 EUR total 200 EUR only when both belong to the report’s selected status.

## A pilot on the complete workflow

Upload a receipt to a project, flag whether it should be recharged and submit it. The approver should find the attachment, client and amount without reconstructing the trip through emails.

Before the demo, write three required outcomes and one acceptable tradeoff. Value recovered time only after measuring on the same basis. Have the actual owner complete a cycle and retain errors, corrections and final output. If the pilot stops halfway, identify the missing module, integration or step in the quotation.

## Rules, exceptions and work cost

Define who enters, corrects and approves records. Test an incomplete record, a duplicate and a change after closure. The decision changes when records can be exported with relationships rather than manually reconstructed. Count licenses, onboarding, team time and integration maintenance separately.

## Apply the workflow in HICE

HICE brings expenses, leave requests, purchases and asset records into the same operational back office. We place it first for its connection with people, clients and projects: the owner finds each request in the context needed to decide it.

## Choose the next step

Open the related solution, review pricing for your market and test the case on your records. Keep the template as a workflow reference and use the country ranking to explore other category options.

Expenses and reimbursements · Reference rate · ATS / CRM / PSA

## Continue with another format

- Alternatives to Expensify: expense management, reimbursements and receipt approval tools
- HICE vs Expensify: expense management, reimbursements and receipt approval tools
- How much does it cost: expense management, reimbursements and receipt approval tools
- Migrate records and workflows: expense management, reimbursements and receipt approval tools
- How to manage: expense management, reimbursements and receipt approval tools
- Excel and CSV template: expense management, reimbursements and receipt approval tools
- Time and cost calculator: expense management, reimbursements and receipt approval tools
- Connect records and an AI assistant: expense management, reimbursements and receipt approval tools
- How to choose: expense management, reimbursements and receipt approval tools
- Problems to fix: expense management, reimbursements and receipt approval tools
- Meaning and how it works: expense management, reimbursements and receipt approval tools
- Demonstration case: expense management, reimbursements and receipt approval tools