{"id":999981759,"date":"2026-07-28T17:28:46","date_gmt":"2026-07-28T10:28:46","guid":{"rendered":"https:\/\/bizzi.vn\/?p=999981759"},"modified":"2026-07-28T17:36:38","modified_gmt":"2026-07-28T10:36:38","slug":"digitalization-of-work-and-cost-management","status":"publish","type":"post","link":"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/","title":{"rendered":"Proactive expense control | How to digitize from request and approval to payment"},"content":{"rendered":"<p><b>Digitizing task and expense management.<\/b><span style=\"font-weight: 400;\"> This is the process of transferring the entire workflow of work requests, service bookings, approvals, expense recording, invoicing, payments, and reconciliation to a controlled system. For B2B businesses, the goal is not only to reduce paperwork but also to improve real-time expense tracking (visibility), budget control, standardize spending policies, and reduce operational and financial risks.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In the context of increasingly expanding businesses, the number of business trips, advances, invoices, and reimbursement requests is rapidly increasing. Managing these tasks using Excel, email, or paper documents is no longer sufficient to meet the requirements for speed, transparency, and data accessibility. This is why many businesses are shifting to a modern business model. <\/span><b>Travel &amp; Expense Management<\/b><span style=\"font-weight: 400;\"> To control the entire workflow and costs on a unified platform.<\/span><\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_85 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Index<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewbox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewbox=\"0 0 24 24\" version=\"1.2\" baseprofile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/#So_hoa_quan_ly_cong_tac_va_chi_phi_la_gi\" >What is digitalization of work and cost management?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/#Vi_sao_quy_trinh_cong_tac_va_chi_phi_thu_cong_lam_phong_tai_chinh_mat_kiem_soat\" >Why are manual workflows and costs causing the finance department to lose control?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/#Mot_quy_trinh_Travel_Expense_so_hoa_nen_van_hanh_nhu_the_nao\" >How should a digitized Travel &amp; Expense process operate?<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/#1_Tao_yeu_cau_cong_tac\" >1. Create a work request.<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/#2_Phe_duyet_yeu_cau\" >2. Approve the request<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/#3_Dat_ve_phong_hoac_dich_vu_cong_tac\" >3. Booking tickets, rooms, or business travel services.<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/#4_Cap_han_muc_hoac_xu_ly_thanh_toan\" >4. Granting credit limits or processing payments<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/#5_Ghi_nhan_chi_phi_va_hoa_don\" >5. Record expenses and invoices.<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/#6_Tao_de_nghi_thanh_toan_hoac_quyet_toan\" >6. Create a payment request or settlement.<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-10\" href=\"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/#7_Doi_soat_va_bao_cao\" >7. Reconciliation and Reporting<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-11\" href=\"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/#10_tinh_nang_can_co_khi_so_hoa_quan_ly_cong_tac_va_chi_phi\" >10 essential features for digitizing task and expense management.<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-12\" href=\"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/#So_hoa_giup_kiem_soat_ngan_sach_chinh_sach_va_rui_ro_chi_phi_ra_sao\" >How does digitalization help control budgets, policies, and cost risks?<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-13\" href=\"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/#1_Kiem_soat_chinh_sach_Policy_Control\" >1. Policy Control<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-14\" href=\"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/#2_Kiem_soat_ngan_sach_Budget_Control\" >2. Budget Control<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-15\" href=\"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/#3_Kiem_soat_hoa_don_va_chung_tu_Invoice_Control\" >3. Invoice Control<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-16\" href=\"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/#4_Kiem_soat_phe_duyet_Approval_Control\" >4. Approval Control<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-17\" href=\"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/#5_Kiem_soat_doi_soat_Reconciliation_Control\" >5. Reconciliation Control<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-18\" href=\"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/#6_Kiem_soat_du_lieu_quan_tri_Data_Control\" >6. Data Control<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-19\" href=\"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/#Khi_nao_doanh_nghiep_nen_chuyen_tu_Excelemail_sang_phan_mem_Travel_Expense\" >When should businesses switch from Excel\/email to Travel &amp; Expense software?<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-20\" href=\"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/#Nhung_dau_hieu_cho_thay_doanh_nghiep_nen_so_hoa_quy_trinh_Travel_Expense\" >Signs that indicate a business should digitize its Travel &amp; Expense processes.<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-21\" href=\"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/#Cach_trien_khai_so_hoa_quan_ly_cong_tac_va_chi_phi_theo_tung_giai_doan\" >How to implement digital management of tasks and costs in stages.<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-22\" href=\"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/#Giai_doan_1_Audit_quy_trinh_hien_tai\" >Phase 1. Audit the current process.<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-23\" href=\"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/#Giai_doan_2_Chuan_hoa_chinh_sach_cong_tac_va_chi_tieu\" >Phase 2. Standardizing work and expenditure policies.<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-24\" href=\"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/#Giai_doan_3_Thiet_lap_Master_Data\" >Phase 3. Setting up Master Data<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-25\" href=\"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/#Giai_doan_4_So_hoa_Request_va_Approval_truoc\" >Phase 4. Digitizing Requests and Approvals in Advance<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-26\" href=\"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/#Giai_doan_5_So_hoa_hoa_don_Expense_Claim_va_Payment\" >Phase 5. Digitizing Invoices, Expense Claims, and Payments<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-27\" href=\"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/#Giai_doan_6_Tu_dong_hoa_doi_soat_va_Dashboard\" >Phase 6. Automated Reconciliation and Dashboard<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-28\" href=\"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/#Giai_doan_7_Do_luong_va_cai_tien_chinh_sach\" >Phase 7. Measuring and improving policies<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-29\" href=\"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/#Bizzi_Travel_Expense_ho_tro_so_hoa_quy_trinh_cong_tac_va_chi_phi_nhu_the_nao\" >How does Bizzi Travel &amp; Expense support the digitalization of workflows and costs?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-30\" href=\"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/#FAQ_ve_so_hoa_quan_ly_cong_tac_va_chi_phi\" >FAQ on digitizing task and expense management<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-31\" href=\"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/#1_So_hoa_quan_ly_cong_tac_va_chi_phi_khac_gi_voi_phan_mem_ke_toan\" >1. How does digitizing work and expense management differ from accounting software?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-32\" href=\"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/#2_Travel_Management_va_Expense_Management_khac_nhau_the_nao\" >2. What is the difference between Travel Management and Expense Management?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-33\" href=\"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/#3_Doanh_nghiep_nho_co_can_phan_mem_quan_ly_cong_tac_phi_khong\" >3. Do small businesses need expense management software?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-34\" href=\"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/#4_Lam_sao_kiem_soat_nhan_vien_chi_vuot_han_muc_cong_tac\" >4. How can we control employees from exceeding their work-related spending limits?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-35\" href=\"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/#5_Hoa_don_cong_tac_phi_co_the_kiem_tra_tu_dong_khong\" >5. Can business trip invoices be checked automatically?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-36\" href=\"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/#6_Co_the_doi_soat_ve_may_bay_hoac_khach_san_voi_yeu_cau_cong_tac_khong\" >6. Can flight or hotel bookings be verified against the business trip request?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-37\" href=\"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/#7_CFO_nen_theo_doi_chi_so_nao_trong_quan_ly_Travel_Expense\" >7. What metrics should a CFO track in Travel &amp; Expense management?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-38\" href=\"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/#8_Khi_trien_khai_phan_mem_Travel_Expense_doanh_nghiep_nen_chuan_bi_du_lieu_gi_truoc\" >8. What data should businesses prepare before deploying Travel &amp; Expense software?<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-39\" href=\"https:\/\/bizzi.vn\/en\/digitalization-of-work-and-cost-management\/#Ket_luan\" >Conclude<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"So_hoa_quan_ly_cong_tac_va_chi_phi_la_gi\"><\/span><strong>What is digitalization of work and cost management?<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><b>Digitizing travel and expense management is how businesses standardize the entire travel and expense lifecycle on a unified system, from pre-trip to post-trip settlement.<\/b><span style=\"font-weight: 400;\"> This is not just about replacing paper documents with electronic data, but about building a comprehensive control process to ensure that all business trip expenses are properly documented, approved according to policy, and traceable when needed.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Many businesses still understand the digitization of business expenses simply as:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Scan the receipt for safekeeping.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Use the app to create a reimbursement request.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Convert Excel forms to electronic forms.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">In reality, these are just small steps in the overall process. A complete Travel &amp; Expense management system needs to cover all activities:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Inquiry:<\/b><span style=\"font-weight: 400;\"> Create a job request.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Approval:<\/b><span style=\"font-weight: 400;\"> Approval based on policy and budget.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Booking:<\/b><span style=\"font-weight: 400;\"> Book flights, hotels, or related services.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Allowance:<\/b><span style=\"font-weight: 400;\"> Manage advances or spending limits.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Expense:<\/b><span style=\"font-weight: 400;\"> Record the incurred expenses.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Invoice:<\/b><span style=\"font-weight: 400;\"> Collect and verify invoices.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Payment:<\/b><span style=\"font-weight: 400;\"> Payment or reimbursement.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Reconciliation:<\/b><span style=\"font-weight: 400;\"> data reconciliation.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Newspaper:<\/b><span style=\"font-weight: 400;\"> Cost reporting and analysis.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">To properly understand the scope of digitalization, businesses also need to distinguish between the three layers of governance in the Travel &amp; Expense model:<\/span><\/p>\n<table>\n<tbody>\n<tr>\n<td><b>Ingredient<\/b><\/td>\n<td><b>Role<\/b><\/td>\n<\/tr>\n<tr>\n<td><b>Travel Management<\/b><\/td>\n<td><span style=\"font-weight: 400;\">Control the work plan before expenses are incurred: work requirements, schedule, bookings, budget, and policies.<\/span><\/td>\n<\/tr>\n<tr>\n<td><b>Expense Management<\/b><\/td>\n<td><span style=\"font-weight: 400;\">Record, approve, advance, reimburse, settle, and account for expenses after they are incurred.<\/span><\/td>\n<\/tr>\n<tr>\n<td><b>Payment Systems<\/b><\/td>\n<td><span style=\"font-weight: 400;\">Managing payments, reconciling transactions, and increasing the transparency of cash flow.<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p><span style=\"font-weight: 400;\">These three layers do not operate independently but complement each other within the same process. If only the refund step is digitized, but ticket booking is still done via email, approval via chat, and payment is done manually, businesses will still face fragmented and difficult-to-control data.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In reality, the biggest problem isn&#039;t a lost invoice or a delayed reimbursement, but the fragmentation of business trip data across multiple systems and departments. When information from business trip requests, approvals, bookings, expenses, and payments isn&#039;t linked, the finance department struggles to track budgets in real time and retrieve the full processing history of each expenditure.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Vi_sao_quy_trinh_cong_tac_va_chi_phi_thu_cong_lam_phong_tai_chinh_mat_kiem_soat\"><\/span><b>Why are manual workflows and costs causing the finance department to lose control?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><b>Manual processes result in the separation of work data, expenses, invoices, and payments, increasing processing time and reducing budget control.<\/b><span style=\"font-weight: 400;\"> When each department uses a different tool such as email, Excel, messaging apps, or paper documents, businesses will struggle to build a comprehensive picture of business travel costs.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It&#039;s not just the finance department; almost every department involved in the process is affected:<\/span><\/p>\n<table>\n<tbody>\n<tr>\n<td><b>Role<\/b><\/td>\n<td><b>Common problems<\/b><\/td>\n<td><b>Impact<\/b><\/td>\n<\/tr>\n<tr>\n<td><b>Staff<\/b><\/td>\n<td><span style=\"font-weight: 400;\">I took an advance from my own pocket, lost the receipt, and am waiting for reimbursement.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Poor experience, wasted time.<\/span><\/td>\n<\/tr>\n<tr>\n<td><b>Manage<\/b><\/td>\n<td><span style=\"font-weight: 400;\">Reviewing emails\/chats reveals missing budget information.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Easy to approve the wrong policy.<\/span><\/td>\n<\/tr>\n<tr>\n<td><b>HR\/Admin<\/b><\/td>\n<td><span style=\"font-weight: 400;\">Booking tickets and hotels haphazardly makes it difficult to track the itinerary.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Difficult to control trip status<\/span><\/td>\n<\/tr>\n<tr>\n<td><b>Accountant<\/b><\/td>\n<td><span style=\"font-weight: 400;\">Manual data entry, invoice verification, and reconciliation.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Late closing of accounting periods increases errors.<\/span><\/td>\n<\/tr>\n<tr>\n<td><b>CFO\/Finance Manager<\/b><\/td>\n<td><span style=\"font-weight: 400;\">No visibility by cost center or project<\/span><\/td>\n<td><span style=\"font-weight: 400;\">It is difficult to optimize costs and adjust policies.<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p><span style=\"font-weight: 400;\">For employees, having to advance personal funds for extended business trips not only creates financial pressure but also leads to numerous manual reimbursement steps afterward. Meanwhile, managers often only see the requested amount without having complete information about the remaining budget, spending limits, or the employee&#039;s work history.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">From an accounting perspective, the biggest challenge is the fragmentation of data. Work requests might be in emails, bookings stored on a different platform, invoices sent via messaging apps, and expense reports created in Excel. Reconciling these data sources is time-consuming and increases the risk of accounting errors.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For CFOs and Finance Managers, a more serious consequence is the lack of real-time monitoring of expense flows. When reports are only compiled at the end of the period, businesses cannot promptly detect overspending, unusual spending trends, or bottlenecks in the process.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Therefore, digitalization should not begin with a single electronic reimbursement form, but should be viewed from a broader perspective. <\/span><b>Managing the entire Travel &amp; Expense lifecycle.<\/b><span style=\"font-weight: 400;\">. Only when all data, from work requests to final payments, is connected within a single process can businesses shift from manual processing to proactive control.<\/span><\/p>\n<p><strong><em>Download the document: Regulations on travel expenses according to Circular 99\/2025\/TT-BTC at\u00a0<a href=\"https:\/\/bizzi.vn\/tai-lieu\/quy-che-cong-tac-phi-theo-nghi-dinh-70-2025-nd-cp-thong-tu-99-2025-tt-btc\/\">This<\/a><\/em><\/strong><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Mot_quy_trinh_Travel_Expense_so_hoa_nen_van_hanh_nhu_the_nao\"><\/span><b>How should a digitized Travel &amp; Expense process operate?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">A digitized Travel &amp; Expense process should encompass everything from business trip requests and policy approvals to service bookings, expense recording, invoice collection, reconciliation, and reporting, all within a single data stream. This allows businesses to maintain complete control before, during, and after a business trip, rather than simply processing documents once employees submit them.<\/span><\/p>\n<p><a href=\"https:\/\/bizzi.vn\/huong-dan-xay-dung-quy-trinh-di-cong-tac-nam-2025\/\"><span style=\"font-weight: 400;\">Establish a standardized business trip procedure.<\/span><\/a><span style=\"font-weight: 400;\"> It usually consists of 7 steps:<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"1_Tao_yeu_cau_cong_tac\"><\/span><span style=\"font-weight: 400;\">1. Create a work request.<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The employee creates a request on the system with complete information:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Purpose of the work.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Time and place.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Department or cost center.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Related projects.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Estimated budget.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Right at the time of request creation, the system can check work policies and remaining budget to limit inappropriate requests.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"2_Phe_duyet_yeu_cau\"><\/span><span style=\"font-weight: 400;\">2. Approve the request<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Direct management or authorized levels can approve via web or mobile device.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In this step, the system needs to issue a warning if:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Exceeding budget.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Exceeded the target.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Required information is missing.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">This is not in accordance with work regulations.<\/span><\/li>\n<\/ul>\n<figure id=\"attachment_999981717\" aria-describedby=\"caption-attachment-999981717\" style=\"width: 1536px\" class=\"wp-caption aligncenter\"><img fetchpriority=\"high\" decoding=\"async\" class=\"wp-image-999981717 size-full\" src=\"https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/05\/mau-quy-che-cong-tac-phi-trong-doanh-nghiep.webp\" alt=\"How should a digitized Travel &amp; Expense process operate?\" width=\"1536\" height=\"1505\" title=\"\" srcset=\"https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/05\/mau-quy-che-cong-tac-phi-trong-doanh-nghiep.webp 1536w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/05\/mau-quy-che-cong-tac-phi-trong-doanh-nghiep-300x294.webp 300w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/05\/mau-quy-che-cong-tac-phi-trong-doanh-nghiep-1024x1003.webp 1024w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/05\/mau-quy-che-cong-tac-phi-trong-doanh-nghiep-768x753.webp 768w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/05\/mau-quy-che-cong-tac-phi-trong-doanh-nghiep-12x12.webp 12w\" sizes=\"(max-width: 1536px) 100vw, 1536px\" \/><figcaption id=\"caption-attachment-999981717\" class=\"wp-caption-text\">Bizzi Travel &amp; Expense&#039;s digital process solution gives leaders more flexibility in approvals.<\/figcaption><\/figure>\n<h3><span class=\"ez-toc-section\" id=\"3_Dat_ve_phong_hoac_dich_vu_cong_tac\"><\/span><span style=\"font-weight: 400;\">3. Booking tickets, rooms, or business travel services.<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Once approved, the HR\/Admin department or Travel Coordinator proceeds with booking flights, hotels, or related services.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Each booking should be linked to a specific job requirement and have a clear status, such as:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Awaiting approval.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Approved.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Tickets have been issued.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Cancelled.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Overdue.<\/span><\/li>\n<\/ul>\n<h3><span class=\"ez-toc-section\" id=\"4_Cap_han_muc_hoac_xu_ly_thanh_toan\"><\/span><span style=\"font-weight: 400;\">4. Granting credit limits or processing payments<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Depending on the management model, a business may:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Cash advance.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Transfer.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Set spending limits.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Use a card or electronic payment method.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Linking payments to approved work requests helps reduce unplanned expenditures.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"5_Ghi_nhan_chi_phi_va_hoa_don\"><\/span><span style=\"font-weight: 400;\">5. Record expenses and invoices.<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">During the course of their work, employees collect:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Electronic invoices.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Receipt.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Payment voucher.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">These documents are uploaded directly to the system and linked to the corresponding business trip to reduce loss and facilitate the settlement process.<\/span><\/p>\n<figure id=\"attachment_999981718\" aria-describedby=\"caption-attachment-999981718\" style=\"width: 1957px\" class=\"wp-caption aligncenter\"><img decoding=\"async\" class=\"wp-image-999981718 size-full\" src=\"https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/05\/mau-quy-che-cong-tac-phi-trong-doanh-nghiep.webp-1.webp\" alt=\"How should a digitized Travel &amp; Expense process operate?\" width=\"1957\" height=\"2560\" title=\"\" srcset=\"https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/05\/mau-quy-che-cong-tac-phi-trong-doanh-nghiep.webp-1.webp 1957w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/05\/mau-quy-che-cong-tac-phi-trong-doanh-nghiep.webp-1-229x300.webp 229w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/05\/mau-quy-che-cong-tac-phi-trong-doanh-nghiep.webp-1-783x1024.webp 783w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/05\/mau-quy-che-cong-tac-phi-trong-doanh-nghiep.webp-1-768x1005.webp 768w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/05\/mau-quy-che-cong-tac-phi-trong-doanh-nghiep.webp-1-1174x1536.webp 1174w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/05\/mau-quy-che-cong-tac-phi-trong-doanh-nghiep.webp-1-1566x2048.webp 1566w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/05\/mau-quy-che-cong-tac-phi-trong-doanh-nghiep.webp-1-9x12.webp 9w\" sizes=\"(max-width: 1957px) 100vw, 1957px\" \/><figcaption id=\"caption-attachment-999981718\" class=\"wp-caption-text\">The system records expenses and invoices accurately and completely, making it easy for accountants to cross-check them.<\/figcaption><\/figure>\n<h3><span class=\"ez-toc-section\" id=\"6_Tao_de_nghi_thanh_toan_hoac_quyet_toan\"><\/span><span style=\"font-weight: 400;\">6. Create a payment request or settlement.<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">After the trip is over, the staff or accountant prepares the final settlement documents, the most important of which is to create a file. <\/span><a href=\"https:\/\/bizzi.vn\/top-4-mau-giay-de-nghi-thanh-toan-cong-tac-phi-trong-doanh-nghiep\/\"><span style=\"font-weight: 400;\">sample request for payment of business expenses<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">All data is linked to:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Job requirements.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Advance payment.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Bill.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Budget.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Actual cost.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">This significantly reduces the time spent on data reconciliation compared to manual data entry.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"7_Doi_soat_va_bao_cao\"><\/span><span style=\"font-weight: 400;\">7. Reconciliation and Reporting<\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Finally, the finance department performed the following:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Verify the booking against the work requirements.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Compare invoices and make payments.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Cost accounting.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Compile reports by department, project, or cost center.<\/span><\/li>\n<\/ul>\n<table>\n<tbody>\n<tr>\n<td><span style=\"font-weight: 400;\">Step<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Person in charge<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Data\/Documents<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Checkpoint<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Create a request<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Staff<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Work plan<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Policy, budget<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Approve<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Manage<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Comment<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Limits, approval levels<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Book a service<\/span><\/td>\n<td><span style=\"font-weight: 400;\">HR\/Admin<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Cabinet<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Matches approved requests<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Payment\/Advance Payment<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Finance<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Payment order<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Cash flow control<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Record the expense.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Staff<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Invoices, receipts<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Complete documentation<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Settlement<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Accountant<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Work records<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Cost comparison<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Report<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Finance\/CFO<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Dashboard<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Analysis and control<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p><span style=\"font-weight: 400;\">When all these steps are run on a single platform, businesses not only shorten processing time but also shift from a post-incident verification model to control at the point of request and approval. This is a crucial foundation for enhancing transparency and optimizing operational costs in the long term.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"10_tinh_nang_can_co_khi_so_hoa_quan_ly_cong_tac_va_chi_phi\"><\/span><strong>10 essential features for digitizing task and expense management.<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><b>An effective work and expense management system needs to combine pre-expenditure controls, automated expense recording, and post-expenditure management reporting.<\/b><span style=\"font-weight: 400;\"> Instead of simply assisting employees in submitting requests or storing invoices, a modern Travel &amp; Expense platform needs to cover the entire lifecycle of a business trip: from planning, budget control, approval, service booking, payment, settlement to data analysis for management purposes.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In particular, as businesses expand, the number of business trips increases, and costs are incurred across multiple departments, having all the features below will help Finance Managers and CFOs optimize the user experience while enhancing real-time cost control.<\/span><\/p>\n<table>\n<tbody>\n<tr>\n<td><b>Feature group<\/b><\/td>\n<td><b>Required<\/b><\/td>\n<td><b>Value for the business<\/b><\/td>\n<\/tr>\n<tr>\n<td><b>Job requirements<\/b><\/td>\n<td><span style=\"font-weight: 400;\">Create, review, and track work requests on a unified platform.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Standardize input, ensuring all business trips are justified and approved before expenses are incurred.<\/span><\/td>\n<\/tr>\n<tr>\n<td><b>Spending policy<\/b><\/td>\n<td><span style=\"font-weight: 400;\">Set limits based on rank, department, expense type, geographical area, or work route.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Reduce regulatory violations and automatically control improper expenditures.<\/span><\/td>\n<\/tr>\n<tr>\n<td><b>Budget<\/b><\/td>\n<td><span style=\"font-weight: 400;\">Manage budgets by cost center, department, project, or program.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Control spending according to plan, and receive alerts when budget is exceeded or depleted.<\/span><\/td>\n<\/tr>\n<tr>\n<td><b>Book tickets\/rooms<\/b><\/td>\n<td><span style=\"font-weight: 400;\">Search, select, approve, and book flights, hotels, or business services.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Control travel costs before they arise, and limit bookings outside of the established policy.<\/span><\/td>\n<\/tr>\n<tr>\n<td><b>Bill<\/b><\/td>\n<td><span style=\"font-weight: 400;\">Collect, scan, OCR, and verify electronic invoices.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Reduce document loss, minimize data entry errors, and speed up the settlement process.<\/span><\/td>\n<\/tr>\n<tr>\n<td><b>Approve<\/b><\/td>\n<td><span style=\"font-weight: 400;\">Multi-tiered approval flow, mobile approval support.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Reduce processing time and ensure all expenditures are approved by the appropriate authority.<\/span><\/td>\n<\/tr>\n<tr>\n<td><b>Pay<\/b><\/td>\n<td><span style=\"font-weight: 400;\">Manage spending limits, business cards, e-wallets, or synchronize payment transactions.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Increased transparency in cash flow, reduced out-of-pocket advances, and enhanced transaction control.<\/span><\/td>\n<\/tr>\n<tr>\n<td><b>Reconciliation<\/b><\/td>\n<td><span style=\"font-weight: 400;\">Compare the work request with the booking, invoice, payment, and settlement.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Reduce manual reconciliation, quickly detect discrepancies between plan and reality.<\/span><\/td>\n<\/tr>\n<tr>\n<td><b>Dashboard<\/b><\/td>\n<td><span style=\"font-weight: 400;\">Reports can be generated by cost center, department, project, trip, supplier, or expense type.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Providing visual data helps CFOs track spending trends and optimize budgets.<\/span><\/td>\n<\/tr>\n<tr>\n<td><b>Integration<\/b><\/td>\n<td><span style=\"font-weight: 400;\">Connect API\/SFTP with ERP, accounting software, HRM, and master data.<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Synchronizing data between systems reduces repetitive data entry and minimizes errors.<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p><span style=\"font-weight: 400;\">Not every business needs to implement all features from the outset. However, when these functions are connected within a unified system, data will flow seamlessly from the planning stage to the final settlement. This helps businesses shift from a management model based on fragmented documents to one based on real-time data.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Furthermore, modern Travel &amp; Expense platforms allow for flexible configuration tailored to each business&#039;s specific needs, such as different spending limits for employees and managers, separate budgets for each project, or automated approval flows based on expense value and risk level. This helps businesses maintain compliance while avoiding additional bottlenecks in the approval process.<\/span><\/p>\n<p><b>However, technology is only effective when built upon a foundation of clear policies and processes.<\/b><span style=\"font-weight: 400;\"> Businesses need to standardize regulations on business expenses, spending limits, and pre-approval models, and then configure corresponding features on the system to ensure proper digitization rather than simply converting from paper documents to electronic forms.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"So_hoa_giup_kiem_soat_ngan_sach_chinh_sach_va_rui_ro_chi_phi_ra_sao\"><\/span><b>How does digitalization help control budgets, policies, and cost risks?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><b>Digitizing work and expense management helps businesses control costs even before money is spent, instead of only discovering errors when invoices have been generated or when the settlement period arrives.<\/b><span style=\"font-weight: 400;\"> This is the major difference between a modern Travel &amp; Expense process and manual management using Excel, email, or paper documents.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In a corporate environment with multiple departments, projects, and business trips running concurrently, simply checking documentation after employees have reimbursed expenses is often insufficient for effective budget control. When all data is digitized and linked on a single platform, Finance Managers and CFOs can track the entire lifecycle of each expense, from the initial need to accounting and reporting.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"1_Kiem_soat_chinh_sach_Policy_Control\"><\/span><b>1. Policy Control<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Regulations on travel expenses and spending policies are only effective when they are translated into automated control rules within the system.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Businesses can configure:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Limits are based on employee rank.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Limits based on expense category (airfare, hotel, taxi, allowances, etc.).<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The policy is based on domestic or international work routes.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Conditions apply to each department or job title group.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Rules for handling exceptions.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">As a result, as soon as an employee creates a work request or payment request, the system can alert them if the expenditure is inconsistent with internal regulations, significantly reducing instances of incorrect approvals or payments that violate policy.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"2_Kiem_soat_ngan_sach_Budget_Control\"><\/span><b>2. Budget Control<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">One of the major limitations of the manual process is that the approver often doesn&#039;t know the remaining budget of the department or project at the time of approval.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">When digitizing processes, each work requirement can be associated with:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Cost center.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Department.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Project.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Budget code.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Corresponding budget period.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">The system will compare the proposed amount with the available budget before proceeding to the approval step. If the expenditure exceeds the limit or the budget is nearly exhausted, the approver will receive a warning to reconsider before approving.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For <\/span><b>Bizzi Travel &amp; Expense<\/b><span style=\"font-weight: 400;\">, Businesses can set budgets for each item. <\/span><b>Cost Center<\/b><span style=\"font-weight: 400;\">, This allows for real-time updates on usage and alerts when expenses are exceeded or budget is exhausted, right from the moment a request is created. This helps Finance shift from a &quot;post-check&quot; to a &quot;pre-control&quot; model, limiting the number of budget overruns only discovered at closing time.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"3_Kiem_soat_hoa_don_va_chung_tu_Invoice_Control\"><\/span><b>3. Invoice Control<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">A business trip expense is only truly completed when all the necessary valid documents are available for accounting, auditing, and tax settlement purposes.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If managed manually, businesses often encounter problems such as:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Lost the paper receipt.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Submitted documents late.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The invoice contains incorrect information.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The invoice is a duplicate.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Missing payment or booking documents.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">When the process is digitized, invoices can be collected and checked immediately after they are generated. Employees simply need to photograph or upload the document, and the system will handle the rest:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Verify the information on your electronic invoice.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Duplicate invoices detected.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Compare the data with the expenses and business trip.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Warning: Documents are missing or invalid.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Standardizing documents from the outset significantly reduces the workload for accountants during the end-of-month settlement process.<\/span><\/p>\n<p><b><i>See also the article: Are business trip expenses subject to personal income tax? <\/i><\/b><a href=\"https:\/\/bizzi.vn\/cong-tac-phi-co-tinh-thue-tncn\/\"><b><i>This<\/i><\/b><\/a><\/p>\n<h3><span class=\"ez-toc-section\" id=\"4_Kiem_soat_phe_duyet_Approval_Control\"><\/span><b>4. Approval Control<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">In many businesses, approvals via email or chat applications make it very difficult to verify:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Who approved it?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">When should I browse?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Based on what information?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Is this within their jurisdiction?<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Digitalization systems help to fully track the entire approval process (audit trail), including:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Request creator.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Levels of approval.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Processing time.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Content edited.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Reasons for refusal or requests for additional information.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">As a result, businesses can both increase transparency and shorten the time spent explaining their actions during audits or internal reviews.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"5_Kiem_soat_doi_soat_Reconciliation_Control\"><\/span><b>5. Reconciliation Control<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">A complete Travel &amp; Expense process goes beyond just payment; it also requires reconciliation of all data after the business trip.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The verification process typically includes:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Booking based on work requirements.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The invoice compared to the actual cost.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Advance payment compared to final settlement.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Payment against documentation.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Actual costs compared to the approved budget.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">When this data is on a single platform, accountants no longer have to consolidate information from multiple Excel files or separate systems, thereby reducing errors and shortening closing times.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"6_Kiem_soat_du_lieu_quan_tri_Data_Control\"><\/span><b>6. Data Control<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">For CFOs, the greatest value of digitalization lies not in saving a few hours of data entry, but in the ability to see the full cost picture in real time.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The admin dashboard can provide many different perspectives, such as:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Business trip expenses by department.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Project-based costs or Cost Center costs.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Expenses based on business trip.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The percentage of budget overruns.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Refund\/cancellation\/exchange rates for tickets.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Spending trends on a monthly or quarterly basis.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">On-time repayment rate.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Processing time for work requests.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">This data helps management not only control current expenditures but also adjust standards, work policies, and budget plans for subsequent periods based on actual figures rather than subjective judgments.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">As can be seen, digitizing Travel &amp; Expense not only helps businesses process information faster but also creates a multi-layered control system, from policies, budgets, and approvals to invoices, reconciliation, and management data. This also provides a foundation for CFOs to shift from a cost-checking role to proactively managing budget utilization and optimizing business spending.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Khi_nao_doanh_nghiep_nen_chuyen_tu_Excelemail_sang_phan_mem_Travel_Expense\"><\/span><b>When should businesses switch from Excel\/email to Travel &amp; Expense software?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><b>Businesses should consider implementing Travel &amp; Expense software when the number of business trips, expenses, and approvals exceeds the capacity for efficient management using Excel, email, and separate documents.<\/b><span style=\"font-weight: 400;\"> At this stage, the problems are not only the time-consuming processing but also the reduced ability to control the budget, increased risk of errors, and a lack of data for management purposes.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In small businesses with a low number of business trips, tracking using spreadsheets may still meet basic needs. However, as the scale expands, more departments generate business expenses, and processes involve multiple parties such as employees, managers, HR\/Admin, accounting, and finance, manual management will reveal many limitations.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Nhung_dau_hieu_cho_thay_doanh_nghiep_nen_so_hoa_quy_trinh_Travel_Expense\"><\/span><b>Signs that indicate a business should digitize its Travel &amp; Expense processes.<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">\u25a1 There are many departments, branches, or units that frequently generate work.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">\u25a1 Employees frequently need to receive advances or advance payments from personal funds for business trips.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">\u25a1 Accountants spend a lot of time checking invoices, receipts, and reconciling documents.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">\u25a1 Management still approves via email or chat applications, making it difficult to track the status and processing history.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">\u25a1 Regular business trip expenses exceed the allocated limit or are difficult to allocate. <\/span><b>Cost Center<\/b><span style=\"font-weight: 400;\">, department or project.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">\u25a1 HR\/Admin made flight and hotel bookings, but the booking data was not linked to the business trip request and the accounting system.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">\u25a1 CFOs or Finance Managers often lack real-time dashboards to track budgets, spending trends, and performance.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">\u25a1 The end-of-month reconciliation process takes several days because it requires aggregating data from Excel, email, and various other sources.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">If even a few of these signs appear, businesses could face risks such as slow approvals, budget overruns, lost documents, or extended accounting periods.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">However, <\/span><b>Software deployment should not be the first step.<\/b><span style=\"font-weight: 400;\">. Before digitizing, businesses need to standardize fundamental elements such as:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Regulations on travel expenses and expenditure policies.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The standards are determined by rank, location, and type of expense.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Multi-level approval process.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Budget management mechanisms based on Cost Center or project.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">List of required documents and reimbursement deadlines.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Once policies and procedures are clearly defined, Travel &amp; Expense software will translate those regulations into automated control flows, enabling businesses to operate faster while maintaining transparency and compliance. This also lays the groundwork for Finance and CFOs to build a data-driven expense management system instead of manual processing after each accounting period.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Cach_trien_khai_so_hoa_quan_ly_cong_tac_va_chi_phi_theo_tung_giai_doan\"><\/span><b>How to implement digital management of tasks and costs in stages.<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><b>Implementing Travel &amp; Expense should be done in stages to both manage change and avoid digitizing an unstandardized manual process.<\/b><span style=\"font-weight: 400;\"> Many businesses expect software to immediately solve problems related to business expenses, but in reality, if internal processes lack consistency or policies are unclear, digitization will only transfer these shortcomings from paper documents to the digital environment.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Instead of implementing everything at once, businesses should develop a step-by-step roadmap to reduce risks, easily assess effectiveness, and scale up later.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Giai_doan_1_Audit_quy_trinh_hien_tai\"><\/span><b>Phase 1. Audit the current process.<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The first step is to assess the entire existing Travel &amp; Expense process to identify bottlenecks and opportunities for improvement.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Some questions need clarification, including:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Where are work requests currently being created: Excel, email, or paper forms?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Who approves it, and is the approval process standardized?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What types of expenses require invoices or supporting documents?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">How long does it take to complete a work expense settlement file?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">How is the reconciliation between work requests, bookings, invoices, and payments being handled?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Which processes are taking the most time to complete?<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">This review helps businesses gain a comprehensive understanding of the current situation and avoid deploying technology on a process that already has many shortcomings.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Giai_doan_2_Chuan_hoa_chinh_sach_cong_tac_va_chi_tieu\"><\/span><b>Phase 2. Standardizing work and expenditure policies.<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">After assessing the current situation, businesses need to standardize their internal regulations to serve as the basis for system configuration.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The points that should be agreed upon include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Travel expense allowances are determined based on rank, region, or type of trip.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">List of expenses that are and are not reimbursable.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Budget limits are set by department, project, or cost center.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Approval levels correspond to the value of each expenditure item.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Conditions apply to cases exceeding limits or arising from exceptions.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Deadlines for advance payments, reimbursement, and settlement of travel expenses.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">When policies are standardized, the system can automatically check for compliance instead of relying entirely on manual review by accountants or finance professionals.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Giai_doan_3_Thiet_lap_Master_Data\"><\/span><b>Phase 3. Setting up Master Data<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Master Data is the foundation for ensuring operational data consistency across the entire system.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Businesses should standardize categories such as:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">List of employees.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Departments and business units.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Cost center.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Project.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Personnel hierarchy.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Travel service providers, airlines, hotels.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Categories of expenses and related accounting accounts.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Standardizing data from the outset helps to minimize data entry errors, reduce information duplication, and facilitate integration with ERP or accounting software in the future.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Giai_doan_4_So_hoa_Request_va_Approval_truoc\"><\/span><b>Phase 4. Digitizing Requests and Approvals in Advance<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">This is the most effective stage because it helps businesses achieve results quickly. <\/span><a href=\"https:\/\/bizzi.vn\/kiem-soat-chi-phi-te-quan-ly-chi-phi-cho-doanh-nghiep\/\"><span style=\"font-weight: 400;\">T&amp;E cost control<\/span><\/a><span style=\"font-weight: 400;\"> right before it happens.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Instead of sending emails or communicating via chat applications, employees will create work requests directly on the system with complete information:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Purpose of the work.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Time and place.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Department or project.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Cost center.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Estimated budget.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Expenses that require advance payment or settlement.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">The system will automatically:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Check the remaining budget.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Compare this with the spending policy.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Determine the correct approval level.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Send notifications and track processing status.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Digitalization at this stage helps businesses transition from <\/span><b>check after spending<\/b><span style=\"font-weight: 400;\"> luxurious <\/span><b>Control from the moment the need arises.<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Giai_doan_5_So_hoa_hoa_don_Expense_Claim_va_Payment\"><\/span><b>Phase 5. Digitizing Invoices, Expense Claims, and Payments<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">After controlling the input, businesses proceed to digitize the expense recording and settlement phase.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Instead of gathering paper invoices at the end of the month, employees could:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Take a picture of or upload the electronic invoice to the system.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Link each expense to its corresponding business trip.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Declare your Expense Claim on the same platform.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Monitor processing status in real time.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">On the Finance side, the support system includes:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Verify the validity of the invoice.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Cost classification.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Compare with the limits and budget.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Prepare payment or reimbursement documents more quickly.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">This significantly reduces document processing time and minimizes loss or repeated data entry.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Giai_doan_6_Tu_dong_hoa_doi_soat_va_Dashboard\"><\/span><b>Phase 6. Automated Reconciliation and Dashboard<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Once data is digitized throughout, businesses can automatically reconcile data between:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Job requirements.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Booking flights and hotels.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Advance payment.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Bill.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Pay.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Settlement of accounts.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Instead of manually compiling data from multiple Excel files, Finance Manager can monitor the entire processing status in real time on a dashboard.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Management reports can be analyzed from various perspectives, such as:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Department.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Project.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Cost center.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Staff.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Work route.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Supplier.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Type of expense.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">As a result, CFOs not only know how much the business has spent, but also understand where the expenses came from, whether they are in line with policy, and how spending trends are changing.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Giai_doan_7_Do_luong_va_cai_tien_chinh_sach\"><\/span><b>Phase 7. Measuring and improving policies<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Digitalization is not the ultimate goal, but rather a foundation for businesses to continuously optimize their processes and management policies.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Operational data will help Finance and CFO answer questions such as:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Which department frequently exceeds its operational budget?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Which business trip routes have a high rate of refunds, cancellations, or ticket changes?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What is the average approval time?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">How many applications were returned due to missing documentation?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Is the current policy still relevant to the current situation, or does it need adjustment?<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Through continuous measurement, businesses can update benchmarks, optimize approval flows, and improve budget efficiency instead of just dealing with emerging issues.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Implementing in phases helps businesses reduce transition risks and easily demonstrate the effectiveness of each step before scaling to a full Spend Management model. This is also an approach adopted by many businesses to ensure that the digitalization process delivers real value, rather than just changing work tools.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Bizzi_Travel_Expense_ho_tro_so_hoa_quy_trinh_cong_tac_va_chi_phi_nhu_the_nao\"><\/span><strong>How does Bizzi Travel &amp; Expense support the digitalization of workflows and costs?<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><b>Bizzi Travel &amp; Expense is suitable for businesses that want to centrally manage business requests, expenses, budgets, policies, approvals, invoices, and reconciliation on a single platform.<\/b><span style=\"font-weight: 400;\"> Instead of having data scattered across emails, Excel spreadsheets, accounting software, and travel service providers, Bizzi connects the entire Travel &amp; Expense process into a unified workflow, helping businesses control expenses from the moment they arise until final settlement.<\/span><\/p>\n<table>\n<tbody>\n<tr>\n<td><b>Management needs<\/b><\/td>\n<td><b>Bizzi Travel &amp; Expense support<\/b><\/td>\n<\/tr>\n<tr>\n<td><b>Work request management<\/b><\/td>\n<td><span style=\"font-weight: 400;\">Create, approve, and track work requests centrally on the system, linked to departments, projects, and cost centers.<\/span><\/td>\n<\/tr>\n<tr>\n<td><b>Manage bookings\/reservations<\/b><\/td>\n<td><span style=\"font-weight: 400;\">Search for suitable flights based on policies, book individual or group tickets, and manage booking status (pending approval, approved, ticketed, refund\/cancellation\/change).<\/span><\/td>\n<\/tr>\n<tr>\n<td><b>Policy control<\/b><\/td>\n<td><span style=\"font-weight: 400;\">Establish spending policies based on department, rank, expense type, or work route; automatically alert when requests do not meet internal regulations.<\/span><\/td>\n<\/tr>\n<tr>\n<td><b>Budget control<\/b><\/td>\n<td><span style=\"font-weight: 400;\">Set budgets by cost center or project, update costs in real time, and receive alerts when budget is exceeded or depleted right from the request creation stage.<\/span><\/td>\n<\/tr>\n<tr>\n<td><b>Record the expense.<\/b><\/td>\n<td><span style=\"font-weight: 400;\">Create a cost estimate on the web or mobile, linking each expense item to the trip, cost center, and corresponding expense code.<\/span><\/td>\n<\/tr>\n<tr>\n<td><b>Bill<\/b><\/td>\n<td><span style=\"font-weight: 400;\">Automatically collects, checks, and verifies incoming electronic invoices, helping to reduce document loss and minimize data entry errors.<\/span><\/td>\n<\/tr>\n<tr>\n<td><b>Approve<\/b><\/td>\n<td><span style=\"font-weight: 400;\">Build an automated approval flow based on expenditure value, department, or hierarchy; support approval anytime via mobile application.<\/span><\/td>\n<\/tr>\n<tr>\n<td><b>Reconciliation<\/b><\/td>\n<td><span style=\"font-weight: 400;\">Compare work requests, bookings, invoices, and payments to quickly detect discrepancies and reduce manual reconciliation.<\/span><\/td>\n<\/tr>\n<tr>\n<td><b>Dashboard<\/b><\/td>\n<td><span style=\"font-weight: 400;\">Provide reports and dashboards by department, project, cost center, cost trends, refund\/cancellation\/exchange rates, and budget efficiency to support CFO decision-making.<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p><span style=\"font-weight: 400;\">Bizzi Travel &amp; Expense goes beyond simply digitizing individual business processes; it also connects them all. <\/span><b>Travel Management, Expense Management and Payment Solutions<\/b><span style=\"font-weight: 400;\"> in a unified system. This ensures that all data, from work requests and service bookings to payments, invoices, and final settlements, is seamlessly linked, creating a seamless workflow. <\/span><b>audit trail<\/b><span style=\"font-weight: 400;\"> Fully equipped to support auditing, post-auditing, and financial management.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For businesses that are expanding or have multiple departments, branches, and projects, the ability to control according to <\/span><b>cost center<\/b><span style=\"font-weight: 400;\">, Tracking budgets in real time and analyzing spending trends will help Finance Managers and CFOs proactively adjust policies instead of only discovering problems at the end of the accounting period.<\/span><\/p>\n<p><b>If a business is currently processing travel expenses via email, Excel spreadsheets, and separate invoices, the first step should be to reassess the travel request, approval, invoicing, and reconciliation processes.<\/b><span style=\"font-weight: 400;\"> After standardizing policies and processing flows, Bizzi Travel &amp; Expense can become a platform that digitizes entire processes, increases control, reduces manual operations, and creates a foundation for transparent, real-time data-driven, and long-term scalable corporate expense management.<\/span><\/p>\n<figure id=\"attachment_999981719\" aria-describedby=\"caption-attachment-999981719\" style=\"width: 1536px\" class=\"wp-caption aligncenter\"><img decoding=\"async\" class=\"wp-image-999981719 size-full\" src=\"https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/05\/mau-quy-che-cong-tac-phi-trong-doanh-nghiep.webp-2.webp\" alt=\"mau-quy-che-cong-tac-phi-trong-doanh-nghiep.webp 2\" width=\"1536\" height=\"1319\" title=\"\" srcset=\"https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/05\/mau-quy-che-cong-tac-phi-trong-doanh-nghiep.webp-2.webp 1536w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/05\/mau-quy-che-cong-tac-phi-trong-doanh-nghiep.webp-2-300x258.webp 300w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/05\/mau-quy-che-cong-tac-phi-trong-doanh-nghiep.webp-2-1024x879.webp 1024w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/05\/mau-quy-che-cong-tac-phi-trong-doanh-nghiep.webp-2-768x660.webp 768w, https:\/\/bizzi.vn\/wp-content\/uploads\/2025\/05\/mau-quy-che-cong-tac-phi-trong-doanh-nghiep.webp-2-14x12.webp 14w\" sizes=\"(max-width: 1536px) 100vw, 1536px\" \/><figcaption id=\"caption-attachment-999981719\" class=\"wp-caption-text\">The system&#039;s intuitive interface helps managers clearly understand their expenses.<\/figcaption><\/figure>\n<h2><span class=\"ez-toc-section\" id=\"FAQ_ve_so_hoa_quan_ly_cong_tac_va_chi_phi\"><\/span><b>FAQ on digitizing task and expense management<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<h3><span class=\"ez-toc-section\" id=\"1_So_hoa_quan_ly_cong_tac_va_chi_phi_khac_gi_voi_phan_mem_ke_toan\"><\/span><b>1. How does digitizing work and expense management differ from accounting software?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><b>Digitalization of work and expense management focuses on controlling the process before, during, and after expenses are incurred, while accounting software primarily serves to record and account for financial transactions.<\/b><\/p>\n<p><span style=\"font-weight: 400;\">A Travel &amp; Expense (T&amp;E) system manages the entire workflow, including request creation, approval, booking, advance payments, expense recording, invoice collection, settlement, and reconciliation. Meanwhile, accounting software receives data after the expense has been approved to perform accounting, payment, and financial reporting. The two systems complement each other and are often integrated to reduce manual data entry.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"2_Travel_Management_va_Expense_Management_khac_nhau_the_nao\"><\/span><b>2. What is the difference between Travel Management and Expense Management?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><b>Travel Management handles pre-trip planning and operations, while Expense Management manages expenses and settlements after costs are incurred.<\/b><\/p>\n<p><span style=\"font-weight: 400;\">Travel Management includes:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Create a work request.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Trip approval.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Book flights and hotels.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Control the schedule and budget.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Expense Management focuses on:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Record the actual costs.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Collect invoices and supporting documents.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Advance payments, reimbursements, and final settlements.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Reconciliation and<\/span><a href=\"https:\/\/bizzi.vn\/bao-cao-cong-tac-phi\/\"><span style=\"font-weight: 400;\"> expense report<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">When two business functions are connected on the same platform, businesses can track the entire lifecycle of each business trip instead of managing them in a fragmented way.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"3_Doanh_nghiep_nho_co_can_phan_mem_quan_ly_cong_tac_phi_khong\"><\/span><b>3. Do small businesses need expense management software?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Have, <\/span><a href=\"https:\/\/bizzi.vn\/5-thach-thuc-hang-dau-trong-quy-trinh-quan-ly-cong-tac-phi\/\"><span style=\"font-weight: 400;\">Challenges in managing travel expenses.<\/span><\/a><span style=\"font-weight: 400;\"> This often happens with small businesses. This is especially true if the business has frequent tasks or wants to standardize processes right from the start.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For businesses with infrequent business trips, Excel can still meet basic needs. However, as the number of employees, departments, or expenses increase, handling them with email and spreadsheets can easily lead to:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Delayed approval.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Lost documents.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Budget tracking is difficult.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">End-of-period reconciliation takes a lot of time.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Implementing software early helps businesses establish standardized processes and limit switching costs as they scale.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"4_Lam_sao_kiem_soat_nhan_vien_chi_vuot_han_muc_cong_tac\"><\/span><b>4. How can we control employees from exceeding their work-related spending limits?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><b>Businesses should combine travel expense regulations with automated control mechanisms instead of just checking expenses after they have been spent.<\/b><\/p>\n<p><span style=\"font-weight: 400;\">Some effective measures include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Set limits based on hierarchy, department, or expense type.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Review the budget before approving it.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Warning when expenses exceed the limit.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The regulations clearly specify the level of approval for exceptions.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Reconcile the work requirements, booking, and actual costs.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">This approach helps reduce off-budget expenditures right from the start, rather than dealing with them during the final accounting period.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"5_Hoa_don_cong_tac_phi_co_the_kiem_tra_tu_dong_khong\"><\/span><b>5. Can business trip invoices be checked automatically?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><b>Yes. Many current Travel &amp; Expense solutions support the automatic collection and verification of electronic invoices to reduce errors during the settlement process.<\/b><\/p>\n<p><span style=\"font-weight: 400;\">The system can support:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Collect electronic invoices.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Identify invoice information.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Verify the basic data on the invoice.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Detecting duplicate or missing invoices.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Attach the invoice to the correct business trip and corresponding expense.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">This automation helps accountants reduce manual verification time and improve the quality of input data.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"6_Co_the_doi_soat_ve_may_bay_hoac_khach_san_voi_yeu_cau_cong_tac_khong\"><\/span><b>6. Can flight or hotel bookings be verified against the business trip request?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><b>Yes. This is one of the key control points in the modern Travel &amp; Expense process.<\/b><\/p>\n<p><span style=\"font-weight: 400;\">Businesses should compare the following:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The work request has been approved.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Book your flight or hotel.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Invoice generated.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Actual payment.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Thanks to this, Finance can quickly detect instances of incorrect booking schedules, wrong ticket classes, unplanned expenses, or expenses not related to the purpose of the business trip.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"7_CFO_nen_theo_doi_chi_so_nao_trong_quan_ly_Travel_Expense\"><\/span><b>7. What metrics should a CFO track in Travel &amp; Expense management?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><b>In addition to total travel expenses, CFOs should monitor KPIs that reflect operational efficiency and policy compliance.<\/b><\/p>\n<p><span style=\"font-weight: 400;\">Some key indicators include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Business trip expenses are categorized by department, project, or cost center.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The rate of requests exceeds the policy.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The percentage of expenses exceeding the budget.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Timeframe for approving work requests.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Settlement time is after the trip.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The percentage of files with missing or incorrect documents.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Rates for ticket refunds, cancellations, or changes.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Average cost per business trip.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">These metrics help CFOs evaluate budget utilization efficiency and optimize operational policies for subsequent periods.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"8_Khi_trien_khai_phan_mem_Travel_Expense_doanh_nghiep_nen_chuan_bi_du_lieu_gi_truoc\"><\/span><b>8. What data should businesses prepare before deploying Travel &amp; Expense software?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><b>Businesses should standardize their underlying data before deployment to ensure system stability and accurate reflection of the management model.<\/b><\/p>\n<p><span style=\"font-weight: 400;\">The data that needs to be prepared includes:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">List of employees and organizational structure.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Departments, branches.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Cost center and projects.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Regulations on travel expenses and expenditure policies.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Standards are set according to tier and type of expense.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Approval flow.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">List of travel service providers.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">List of expense codes and accounting accounts.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Budgeting by department or project.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Standardizing this data before deployment will help businesses shorten system configuration time, reduce operational errors, and maximize the effectiveness of the Travel &amp; Expense solution.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Ket_luan\"><\/span><b>Conclude<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Digitizing the process <\/span><b>Task and expense management<\/b><span style=\"font-weight: 400;\"> It&#039;s not just about replacing paper forms or Excel spreadsheets with software, but about building a seamless management process from start to finish. <\/span><b>Planning work, budget control, approval, service booking, expense recording, invoice management, payment processing, reconciliation, and reporting.<\/b><span style=\"font-weight: 400;\">. When all data is connected within the same system, businesses can transition from one model to another. <\/span><b>Check after spending<\/b><span style=\"font-weight: 400;\"> luxurious <\/span><b>Proactive control before, during, and after each business trip.<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For Finance Managers and CFOs, the greatest value of digitalization lies not only in shortening processing times or reducing manual workloads. More importantly, businesses can track budgets in real time, detect overspending early, reduce the risk of missing documentation, increase traceability for audits, and have reliable data to optimize work policies and manage costs in the long term.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">To achieve that, businesses should start by: <\/span><b>Standardize regulations on travel expenses, expenditure limits, approval processes, and budget coding systems (cost centers, projects).<\/b><span style=\"font-weight: 400;\"> Before implementing the technology, once the process is standardized, digitalization will yield more noticeable results and reduce the tendency to &quot;move manual processes to software.&quot;.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In this roadmap, <\/span><a href=\"https:\/\/bizzi.vn\/quan-ly-cong-tac-phi\/\"><b>Bizzi Travel &amp; Expense<\/b><\/a><span style=\"font-weight: 400;\"> This solution helps businesses digitize their entire Travel &amp; Expense process on a unified platform. The system supports managing work requests, establishing policies and spending limits by department or level, controlling budgets via cost centers, automating approval flows, managing advances and reimbursements, collecting and verifying electronic invoices, reconciling bookings with actual expenses, and providing a real-time management dashboard. As a result, the Finance department not only significantly reduces manual processing but also enhances control, data transparency, and decision-making based on cost management metrics rather than solely on end-of-period reports.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For businesses with high work frequency, multiple departments, numerous projects, or those struggling with budget management, invoicing, and approval processes, integration is a viable option. <\/span><b>clear internal regulations<\/b><span style=\"font-weight: 400;\"> the same digital platform <\/span><b>Bizzi Travel &amp; Expense<\/b><span style=\"font-weight: 400;\"> This will be an important step in building a modern, transparent, and scalable cost management system that can grow with the business.<\/span><\/p>\n<p><em><strong>Register here to receive consultation and experience solutions from Bizzi:\u00a0<a href=\"https:\/\/bizzi.vn\/dat-lich-demo\/\">https:\/\/bizzi.vn\/dat-lich-demo\/<\/a><\/strong><\/em><\/p>","protected":false},"excerpt":{"rendered":"<p>S\u1ed1 h\u00f3a vi\u1ec7c qu\u1ea3n l\u00fd c\u00f4ng t\u00e1c &amp; chi ph\u00ed l\u00e0 qu\u00e1 tr\u00ecnh chuy\u1ec3n to\u00e0n b\u1ed9 quy tr\u00ecnh y\u00eau c\u1ea7u c\u00f4ng t\u00e1c, \u0111\u1eb7t d\u1ecbch v\u1ee5,&#8230;<\/p>","protected":false},"author":56,"featured_media":999981760,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","inline_featured_image":false,"footnotes":""},"categories":[367],"tags":[],"class_list":["post-999981759","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-quy-trinh-phai-tra"],"acf":[],"_links":{"self":[{"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/posts\/999981759","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/users\/56"}],"replies":[{"embeddable":true,"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/comments?post=999981759"}],"version-history":[{"count":3,"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/posts\/999981759\/revisions"}],"predecessor-version":[{"id":999981764,"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/posts\/999981759\/revisions\/999981764"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/media\/999981760"}],"wp:attachment":[{"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/media?parent=999981759"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/categories?post=999981759"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/bizzi.vn\/en\/wp-json\/wp\/v2\/tags?post=999981759"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}