We understand the importance of keeping accurate financial records for your organisation. Your data on claimexpenses.com (including uploaded attachments) is fully and securely backed up.
As part of your subscription, we guarantee to store your claim data for your full statutory retention period (generally 6 years from the end of the financial year they relate to) - or to provide you with a full export if in future you stopped using the platform.
Some organisations ask about downloading or exporting submitted claims in order to upload the details to another system or shared drive.
We instead recommend that you use claimexpenses.com as your "source of truth" for expenses information. In your book-keeping / accounting system you would just record summaries of the total amounts claimed, and a link to the original claim on claimexpenses.com.
By doing this:
You avoid the duplicate effort of adding the data in two places.
You benefit from claimexpenses.com securely holding a full audit trail. This includes being able to prove how / when the receipts were uploaded, the approval history of the claim, and any modifications to the claim over time.
You can rely on claimexpenses.com ensuring that your data is only accessible to the right users - and that this will remain true as people come and go, or change roles, in your organisation.
Your claimexpenses.com account will also include details of any claims that were rejected, or withdrawn and resubmitted, rather than only ones that were paid.
Often, your accountants or auditors will need access to the full details of claims underlying your financial records. The best way to achieve this is to grant them finance administrator access to your claimexpenses.com organisation, where they will be able to see the complete history of each claim and all the supporting records. There is no limit to the number of users you can have, and our subscriptions are only based on the number of people actively claiming.