Efficient travel and expense management for your Mumbai team
Configure policies, capture receipts, settle reimbursements, all in one platform. Paperless, GST-ready, multi-currency. Integrated with payroll so claims and per-diems hit the next salary cycle without manual chasing.
Digital receipts, digital approvals, audit trail in the cloud. No paper, no lost bills.
Auto-approval flows + payroll integration cut reimbursement time from 30 days to under 7.
Capture GSTIN, invoice number and tax split on every bill so finance reclaims input credit at filing.
Everything Mumbai finance & HR teams need to run T&E
Policy, workflow, receipts, mileage, multi-currency, integration. One platform, no spreadsheets.
Policy & limits
Per-grade limits, daily caps, category restrictions and a multi-level approval hierarchy. Approving managers set upper bounds, exceptions go through a deviation flow.
Group travel applications
Multiple employees on the same business trip file a single group travel plan. One itinerary, one approval, one budget. Reimbursements roll up by trip and by employee.
Multi-currency conversion
International trip? factoHR converts foreign currency to home currency at logged-date FX rate, minimising calculation errors and rate-arbitrage disputes.
Receipt capture + OCR
Snap a photo of any bill. OCR extracts vendor, amount, date, GSTIN. Reduces data-entry, prevents lost receipts, and stamps each claim with original proof.
Reimbursement methods
Settle with salary, off-cycle bank transfer or cash advance recovery. Admins pick per-employee or per-claim method, and payroll flows the entry into the next cycle.
Expense against travel
Reimbursement claims auto-link to the approved travel application. Finance can't settle an unrelated claim, blocking phantom expenses and policy drift.
Approval workflow + reminders
Multi-level approver chain with auto-escalation on delay. Employees and approvers get email + push reminders so nothing sits in a queue for weeks.
Analytics & dashboards
Per-team spend, top-categories, outlier detection, year-to-date by employee, GST-ready audit reports. Finance leads cut the monthly review cycle in half.
Audit trail + deviation flow
Every edit, approval and override logged with user + timestamp. Out-of-policy claims route through a deviation workflow with C-suite sign-off when needed.
Configure every expense head your finance team uses
Out-of-the-box categories. Rename, group and set per-grade limits.
File and approve expenses from your phone
Native iOS & Android app. Snap a bill, submit a claim, log mileage, request a travel advance and track approval status, all from the road. Managers approve in one tap with proof visible.
OCR extracts vendor, amount, date, GSTIN automatically.
Pick category, attach receipt, hit submit. Sub-minute.
GPS auto-captures start to end km. Per-km rate applied.
Live status: Pending L1, Pending L2, Approved, Paid.
GST, TDS and audit ready for Mumbai businesses
Travel and expense data is finance data. factoHR captures every input you need at source, so monthly GST filing, TDS returns and statutory audits stay clean.
GST input credit, captured at source
Every receipt logs vendor GSTIN, invoice number, taxable amount and CGST/SGST/IGST split. Monthly GST-ready report exports straight into your GSTR-2A reconciliation, so finance reclaims input credit without chasing employees for missing data.
TDS on vendors, tracked correctly
Travel agencies, consultants, contractors, all flagged for Section 194C / 194J / 194I TDS when claims exceed thresholds. Quarterly Form 26Q data exports cleanly, reducing under-deduction notices and the ₹200/day late-fee under Section 234E.
Immutable audit trail
Every claim, approval, override and reimbursement timestamped with user ID. Statutory audit under Companies Act 2013 and books of accounts Section 128 needs this paper trail. Export PDF for any quarter, internal auditor or statutory CA gets what they need in one click.
Statutory limits, enforced automatically
Per-diem caps, medical reimbursement under Section 17(2), leave travel allowance under Section 10(5), conveyance limits. factoHR's policy engine flags claims above statutory thresholds and routes them through the deviation workflow so payroll never makes a taxable mistake.
Questions Mumbai finance & HR teams ask
What does factoHR's expense management software do?
factoHR's travel and expense module helps your team file business-related expenses, submit receipts, route through multi-level approval, capture GST data and settle reimbursements through payroll or off-cycle bank transfer. Configurable policies, mobile-first capture and audit-ready reports are built in.
Can employees submit claims from their phone?
Yes. Native iOS and Android apps let employees snap a receipt (OCR auto-fills the form), submit a claim, log mileage, request a travel advance and track approval status. Managers approve in one tap with proof visible. Notifications are pushed to both sides.
Does it handle multi-currency for international travel?
Yes. Submit a receipt in any currency, factoHR converts to your home currency at the logged-date FX rate. This minimises calculation errors and prevents rate-arbitrage disputes between employees and finance.
How does reimbursement reach the employee?
Three options: bundled with the next payroll cycle, off-cycle bank transfer or recovery against a prior cash advance. Admins pick per-employee or per-claim. With automation, settlement time drops from a typical 30 days to under 7.
Does the system capture GST input credit data?
Yes. Every receipt captures vendor GSTIN, invoice number, taxable amount and tax split. Finance exports a GST-ready report monthly to reclaim input credit at the time of GSTR filing. See the TDS and Form 16 guide for related tax workflows.
What is the deviation workflow?
For exceptional cases (an over-limit claim, an out-of-policy category), the request routes through a deviation flow with C-suite or finance-head sign-off. The audit log captures the exception and the approving rationale.
Can different teams have different policies?
Yes. Per-grade limits, per-location categories, per-designation per-diem rates and per-business-unit approval chains. Sales team can have different rules than engineering, factory floor can have different from head office.
How long does implementation take?
For a 50 to 500 employee Mumbai team, travel & expense management goes live in 5 to 10 days. Free implementation includes policy setup from your finance handbook, employee data import, mobile app rollout and training for HR, managers and the finance team.
Cut expense reimbursement from 30 days to under 7
14-day free trial. No credit card. Our Mumbai implementation team will configure your policy, import categories, set up multi-level approval and roll out the mobile app to your sales + travel teams.