A billing management system, method and medium thereof

Abstract

The application provides a kind of expense management system, method and medium thereof, by being equipped with travel expense management module, credit management module, attachment library management module and query statistical analysis module, travel expense management module is used to receive the bill data pushed by business travel platform, the bill data is decomposed based on multiple management dimensions, obtain multiple order expenses, and associate multiple order expenses with electronic invoice, obtain business travel settlement sheet containing expense details and invoice details, generate travel expense reimbursement sheet according to business travel settlement sheet and attendance total data, automatically approve travel expense reimbursement sheet based on preset multi-dimensional audit rule system, obtain approval result, and further realize the automation and closed-loop management of travel reimbursement whole process.

Description

Technical Field

[0001] This application relates to the field of financial management technology, and in particular to an expense reimbursement management system, method and medium thereof. Background Technology

[0002] Currently, enterprises generally face problems in travel expense management, such as long reimbursement and settlement cycles and untimely cost and expense listing. Taking the power industry as an example, the average interval between the end of an employee's business trip and the initiation of a reimbursement exceeds 13 days, the average time for document approval is nearly 15 days, and the settlement cycle for business travel orders is even longer, ranging from 38 to 66 days. This leads to an increase in internal hidden receivables and payables, incomplete consolidation and offsetting, and seriously affects the principles of comprehensive budget control and timely expense reimbursement. At the same time, the volume of travel expense processing is large, and finance personnel devote a lot of energy to repetitive tasks such as compliance review, invoice verification, document binding, and employee communication, resulting in a serious imbalance between input and output. According to statistics, travel documents account for nearly 50% of the total number of documents, but finance personnel devote more than 50% of their energy to processing less than 5% of the business. The average cost per travel document is as high as 50 yuan or more, the paperless rate is low, and the filing work is time-consuming and labor-intensive.

[0003] Furthermore, under the existing monthly reconciliation model, original documents such as airline tickets, train tickets, etc., need to be sorted and mailed by a third party, and then each unit must count, verify, paste, scan, and upload them, a cumbersome and inefficient process. Internal transaction data only verifies generated expense reports, failing to reconcile expenses already advanced but not yet reimbursed by the business travel platform, resulting in inconsistencies in point-in-time data. The audit coverage of the entire business travel chain is insufficient; information on cafeteria meals, attendance records, and company vehicle use is scattered across different systems, making cross-system audits difficult for finance personnel. Business travel budget control is mostly post-event management, lacking pre-event control and effective analytical reports, making it difficult to support scientific decision-making. Therefore, an automated, intelligent, and end-to-end expense management system is needed. Summary of the Invention

[0004] The purpose of this application is to solve at least one of the technical problems existing in the prior art, and to provide an expense reimbursement management system, method and medium, which realizes the automation, intelligence and closed-loop management of the entire travel expense reimbursement process, and significantly improves business processing efficiency and enterprise value creation capabilities.

[0005] To achieve the above objectives, a first aspect of this application proposes an expense reimbursement management system, comprising: The travel expense management module receives billing data pushed by the business travel platform, decomposes the billing data into expenses based on multiple management dimensions, obtains multiple order expenses, and associates these expenses with electronic invoices to generate a business travel settlement statement containing expense details and invoice details. Based on the business travel settlement statement and total attendance data, it generates a travel expense reimbursement form and automatically approves the travel expense reimbursement form based on a preset multi-dimensional audit rule system, obtaining the approval result. This multi-dimensional audit rule system includes rules for allowance standards, meal allowance standards, duplicate allowance audits, meal allowance audits, transportation allowance audits, and accommodation compliance rules. The credit management module is used to calculate the credit rating of target employees according to a preset credit scoring mechanism and feed the credit rating back to the travel expense management module, so that the travel expense management module can execute the prepayment and post-approval process for the travel expense reimbursement forms of target employees based on the credit rating. The attachment library management module is used to provide storage and management of electronic invoices and itinerary attachments for the travel expense management module; The query and statistical analysis module is used to summarize and statistically analyze multiple travel expense reimbursement forms based on preset statistical rules, and obtain the problem details and total amount involved in each travel expense reimbursement form.

[0006] Furthermore, in some embodiments, it also includes: The reimbursement basic settings module is used to provide parameter configuration for data import verification, rule configuration, task management, and automatic approval for the travel expense management module; The basic reimbursement settings module includes: The multi-source data import unit is used to import and verify data from the vehicle dispatch system, canteen meal data, and employee monthly attendance data to obtain total attendance data, and then push the total attendance data to the travel expense management module. The financial rules configuration unit is used to obtain multi-dimensional travel records from the data center and configure multi-dimensional audit rules based on the multi-dimensional travel records. The multi-dimensional travel records include meal allowance amount, business trip start and end time, reimbursement person information, canteen dining records, vehicle usage records, and accommodation amount data. The audit task management unit is used to manage the classification information and task information of audit tasks, and to perform operations such as publishing, closing, canceling, executing, and interrupting audit tasks. The automatic approval configuration unit is used to configure the automatic approval interval, approval failure handling strategy, and approval process.

[0007] Furthermore, in some embodiments, multiple management dimensions include billing categories, cost requirements, and business activities. The travel expense management module includes: The business travel settlement management unit is used to receive billing data, break down the business travel settlement statement into order costs based on billing category, cost requirements, and business activities, obtain multiple order costs, and associate multiple order costs with electronic invoices to obtain the business travel settlement statement; The expense report generation unit is used to generate travel expense reports based on business travel settlement reports and total attendance data. These travel expense reports include daily travel expense reports, engineering travel expense reports, or engineering accounting travel expense reports. The intelligent approval unit is used to automatically approve travel expense reimbursement forms based on a multi-dimensional audit rule system and obtain the approval result. The invoice query unit is used to query the corresponding electronic invoices based on the business travel settlement information; The invoice batch processing unit is used to merge multiple electronic invoices into an invoice file and print the invoice file if a business travel settlement form is associated with multiple electronic invoices.

[0008] Furthermore, in some embodiments, the travel expense management module also includes: The audit unit is used to perform a compliance pre-check on the vehicle dispatch data, canteen data, and attendance data associated with the business travel settlement form before the expense report generation unit generates the travel expense report. If the pre-check passes, the travel expense report is generated. If the pre-check fails, the unit intercepts the data and returns an abnormal audit result, and writes the abnormal audit result into the corresponding audit result details table.

[0009] Furthermore, in some embodiments, the credit management module includes: The credit scoring initialization unit is used to initialize the credit score of the target employee according to the preset credit initialization rules. The credit adjustment unit is used to dynamically adjust the credit score of the target employee based on the employee's expense records, approval results, and abnormal audit results. The "pay first, review later" execution unit is used to execute a "pay first, review later" process for the travel expense reimbursement forms of target employees if the credit score reaches a preset threshold, and to execute a "review first, pay later" process for the travel expense reimbursement forms of target employees if the credit score does not reach the preset threshold.

[0010] Furthermore, in some embodiments, the attachment library management module includes: The association mapping unit is used to establish the association mapping relationship between business travel settlement forms and travel expense reimbursement forms and electronic invoices and itinerary attachments, respectively; The paperless archiving unit is used to establish travel expense voucher types and to archive and manage electronic invoices and itinerary attachments according to the travel expense voucher types. The multi-view query unit supports multi-view queries of business travel settlement forms and travel expense reimbursement forms. The multi-view query format includes tables, cards, and lists.

[0011] Furthermore, in some embodiments, the query statistical analysis module also includes: The post-trip audit query unit is used to view the travel expense issues of each target employee in each department from a departmental perspective, and to compile statistics on the travel expense issues and total travel expense amount involved in each department. The approval result query unit is used to update the automatic review result information and implement access control after the approval and audit of travel expense reimbursement forms.

[0012] Furthermore, in some embodiments, it also includes: The billing and settlement module is used for grassroots units to independently settle and pay travel expense reimbursement forms based on the approval results, or for grassroots units to settle travel expense reimbursement forms based on the approval results and then pay the reimbursement forms based on the settlement results from the superior unit. The mobile management module is used to integrate and display the entire process data of travel expense reimbursement for multiple target employees, and to receive employee travel attachments uploaded from different mobile devices, as well as store employee travel attachments in the attachment library management module; the entire process data of travel expense reimbursement includes business trip application, travel information, travel allowance information, order information, and invoice information.

[0013] To achieve the above objectives, a second aspect of this application proposes a reimbursement management method, comprising: Receive billing data pushed by the business travel platform, break down the billing data into expenses based on multiple management dimensions to obtain multiple order expenses, and associate the multiple order expenses with electronic invoices to obtain a business travel settlement statement containing expense details and invoice details; Generate a travel expense reimbursement form based on business travel settlement statements and total attendance data; The system automatically approves travel expense reimbursement forms based on a pre-set multi-dimensional audit rule system, and obtains the approval results. The multi-dimensional audit rule system includes rules for allowance standards, rules for meal allowance standards, rules for duplicate allowances, rules for meal allowances, rules for transportation allowances, and rules for accommodation compliance. The credit rating of the target employee is calculated based on the preset credit scoring mechanism, and the travel expense reimbursement form of the target employee is processed with a prepayment and post-review process based on the credit rating. Based on preset statistical rules, multiple travel expense reimbursement forms are summarized and statistically analyzed to obtain the problem details and total amount involved in each travel expense reimbursement form.

[0014] To achieve the above objectives, a third aspect of the present application provides a storage medium, which is a computer-readable storage medium storing a computer program. When the computer program is executed by a processor, it implements the expense management method of the first aspect embodiment described above.

[0015] According to the embodiments of this application, the expense management system, method, and medium have at least the following beneficial effects: The travel expense management module receives billing data from the business travel platform and automatically performs multi-dimensional expense decomposition and invoice association to generate business travel settlement statements, significantly shortening the order settlement and reimbursement recording cycle. This effectively solves the problems of untimely cost and expense listing, increased internal hidden receivables and payables, and incomplete consolidation and offsetting, thereby enhancing comprehensive budget control capabilities. Furthermore, based on a multi-dimensional audit rule system, the travel expense reimbursement forms are automatically approved, freeing financial personnel from the heavy burden of compliance review and invoice verification, significantly reducing review time and labor costs. At the same time, the credit management module dynamically calculates employee credit ratings based on a preset credit scoring mechanism and feeds them back to the travel expense management module to execute the pre-payment and post-review process. The collection cycle for high-credit employees is significantly shortened, improving the reimbursement experience and incentivizing standardized behavior. The query and statistical analysis module summarizes and statistically analyzes the issues and total amounts involved in multiple reimbursement forms, providing managers with a scientific travel expense analysis report. Therefore, this application realizes the automation, intelligence and closed-loop management of the entire travel reimbursement process, significantly improving business processing efficiency and corporate value creation capabilities.

[0016] Other features and advantages of this application will be set forth in the following description and will be apparent in part from the description. The objectives and other advantages of this application may be realized and obtained by means of the structures particularly pointed out in the description and the accompanying drawings. Attached Figure Description

[0017] The accompanying drawings are used to provide a further understanding of the technical solutions of this application and constitute a part of the specification. They are used together with the embodiments of this application to explain the technical solutions of this application and do not constitute a limitation on the technical solutions of this application.

[0018] The present application will be further described below with reference to the accompanying drawings and embodiments; Figure 1 This is an optional simplified framework diagram of the expense reimbursement management system provided in the embodiments of this application; Figure 2 This is an optional flowchart of the expense reimbursement management method provided in the embodiments of this application; Figure 3 This is a schematic diagram of an optional hardware structure of the electronic device provided in the embodiments of this application. Detailed Implementation

[0019] This section will describe in detail the specific embodiments of this application. Preferred embodiments of this application are shown in the accompanying drawings. The purpose of the drawings is to supplement the textual description with graphics, so that people can intuitively and vividly understand each technical feature and the overall technical solution of this application, but they should not be construed as limiting the scope of protection of this application.

[0020] In the description of this application, the use of "first" and "second" is for the purpose of distinguishing technical features only and should not be construed as indicating or implying relative importance or implicitly indicating the number of indicated technical features or the order of the indicated technical features. It should be understood that such use of data can be interchanged where appropriate so that the embodiments of this application described herein can be implemented in orders other than those illustrated or described herein. Furthermore, the terms "comprising" and "having," and any variations thereof, are intended to cover non-exclusive inclusion. For example, a process, method, system, product, or apparatus that comprises a series of steps or units is not necessarily limited to those steps or units explicitly listed, but may include other steps or units not explicitly listed or inherent to such processes, methods, products, or apparatus.

[0021] In the description of this application, unless otherwise expressly defined, terms such as "setup," "installation," and "connection" should be interpreted broadly, and those skilled in the art can reasonably determine the specific meaning of the above terms in this application in conjunction with the specific content of the technical solution.

[0022] Currently, enterprises generally face problems in travel expense management, including long reimbursement and settlement cycles and untimely cost and expense listing. Taking the power industry as an example, the average interval between an employee's return from a business trip and the initiation of a reimbursement exceeds 13 days, the average time from document initiation to approval is nearly 15 days, the individual reimbursement settlement cycle is as long as 28 days, and the settlement cycle for business travel orders is even more than 38 days, with some monthly settlement models having a settlement cycle as long as 66 days. This long-term reimbursement and settlement model leads to the inability to list costs and expenses in a timely manner, resulting in a continuous increase in hidden receivables and payables within the enterprise. Cross-unit consolidation and offsetting operations are complex and incomplete, seriously affecting the accuracy of comprehensive budget control and the implementation of the principle of timely expense reimbursement. In addition, due to the delay in employee reimbursement, orders that have been advanced but not reimbursed by the business travel platform have been piling up for a long time, the purchasing party's travel cost listing is not timely, and the sales party's accounts receivable balance is large, further exacerbating the difficulty of internal accounts receivable management.

[0023] Meanwhile, there is a severe imbalance between the input and output of financial personnel in the processing of travel expenses, which urgently needs optimization. Taking the power industry as an example, the annual travel cost accounts for 4.23% of the company's controllable costs, and the number of travel documents accounts for 48.7% of the total annual documents, involving tens of thousands of employees. However, more than 50% of the energy of financial personnel is devoted to repetitive tasks such as compliance review of travel expenses, invoice verification, document binding, and employee communication, while handling less than 5% of the business volume, resulting in a serious imbalance between input and output. The average processing cost of each travel expense document is as high as 50 yuan or more, and the cost of binding travel vouchers reaches millions of yuan annually. The paperless rate of travel expense reimbursement is extremely low. Except for a few headquarters units, most units still need to print all reimbursement attachments. After the original tickets such as air tickets, itineraries, and train tickets are sorted and mailed by a third party, each unit still needs to count, verify, paste, scan, upload, archive, and bind them, which takes an average of 5 working days per unit. This is inefficient and highlights the phenomenon of small business volume resulting in high costs.

[0024] Furthermore, existing travel expense reconciliation and settlement models suffer from significant technical barriers and incomplete coverage of the entire audit and control chain. The currently prevalent monthly settlement model involves employees posting travel allowances as expense reports, with monthly statements generated the following month based on these reports. However, this model only verifies already generated expense reports, neglecting to reconcile expenses already advanced by the business travel platform but not yet reimbursed. This leads to inconsistencies in point-in-time data and significant internal transaction discrepancies. During invoice archiving, original documents such as itineraries and train tickets are numerous and widely dispersed, making verification time-consuming and labor-intensive. Simultaneously, the audit coverage of the entire travel business chain is insufficient. Information on cafeteria meals, attendance records, and company vehicle use is scattered across different systems, making cross-system data comparison and auditing difficult for finance personnel. Travel budget control is largely reactive, lacking effective pre-emptive measures and the ability to generate effective travel expense analysis reports based on the massive amount of expense reports, hindering timely and scientific travel management decisions. Therefore, a reimbursement management system capable of automation, intelligence, and full-chain control is needed.

[0025] Based on this, embodiments of this application provide an expense reimbursement management system, method, and medium, which realizes the automation, intelligence, and closed-loop management of the entire travel expense reimbursement process, significantly improving business processing efficiency and enterprise value creation capabilities.

[0026] Therefore, the embodiments of this application will be further described below with reference to the accompanying drawings. Please refer to... Figure 1 , Figure 1 This is an optional flowchart of the expense reimbursement management system provided in this application embodiment. The expense reimbursement management system 100 includes a travel expense management module 101, a credit management module 102, an attachment library management module 103, and an expense reimbursement basic settings module 106.

[0027] The travel expense management module 101 receives billing data pushed by the business travel platform, decomposes the billing data into expenses based on multiple management dimensions, obtains multiple order expenses, and associates multiple order expenses with electronic invoices to obtain a business travel settlement statement containing expense details and invoice details. Based on the business travel settlement statement and total attendance data, a travel expense reimbursement form is generated. The travel expense reimbursement form is automatically approved based on a preset multi-dimensional audit rule system, and the approval result is obtained.

[0028] Specifically, the travel expense management module 101 first establishes a data interface with the business travel platform to receive billing data pushed by the platform in real time or on a scheduled basis. This billing data includes various types of order information such as airfare, train ticket, accommodation, and car rental orders generated by employees during their business trips. After receiving the billing data, the travel expense management module 101 decomposes the billing data according to multiple management dimensions such as cost requirements, business activities, expense types, and business travelers. It breaks down a single aggregated billing data into multiple independent order expenses. For example, the airfare, accommodation, and airport transfer expenses for a business trip can be broken down into three separate order expenses. For each order, the travel expense management module 101 further retrieves the corresponding electronic invoice from the business travel platform or electronic invoice service platform. This electronic invoice includes various types such as digital invoices, electronic airfare itineraries, and electronic railway tickets. A one-to-one correspondence is established between the order expense and the electronic invoice, generating a complete business travel settlement statement. This settlement statement records both expense details and invoice details. Expense details include the order amount, the period to which the expense is attributed, and cost allocation information. Invoice details include the invoice code, invoice number, invoice amount, and tax rate. Based on this, the travel expense management module 101 reads the total attendance data from the human resources system or attendance system. This total attendance data includes monthly employee attendance details and attendance summaries. The module compares and verifies the start and end dates and travel locations in the business travel settlement statement with the employee's business trip clock-in records and leave records in the total attendance data. After confirming the authenticity of the business trip, the module automatically generates a travel expense reimbursement form. Finally, the intelligent approval unit configured within the travel expense management module 101 automatically approves the travel expense reimbursement form based on a pre-set multi-dimensional audit rule system. The intelligent approval unit verifies each travel expense reimbursement form according to the aforementioned rules and outputs the approval result. The approval result includes three states: approved, disapproved, or requiring manual review. For disapproved reimbursement forms, the intelligent approval unit also outputs the specific rule name violated and the anomaly details.

[0029] In one embodiment, the multi-dimensional audit rule system includes rules for difference in allowance standards, rules for meal allowance standards, rules for duplicate allowance audits, rules for meal allowance audits, rules for transportation allowance audits, and rules for accommodation compliance, etc., which are not specifically limited in this application. Among them, the rules for difference in allowance standards are used to verify whether meal allowances and transportation allowances exceed the standard limits; the rules for meal allowance standards are used to verify whether the amount of meal allowance meets the prescribed standards; the rules for duplicate allowance audits are used to detect whether there are duplicate applications for business trip allowances within the same time period; the rules for meal allowance audits are used to cross-compare canteen dining records and meal allowance application records to prevent receiving allowances while enjoying free meals; the rules for transportation allowance audits are used to cross-compare vehicle usage records in the vehicle dispatch system and transportation allowance application records to prevent using official vehicles while applying for transportation allowances; and the rules for accommodation compliance are used to verify whether accommodation costs exceed the prescribed standards and whether the accommodation location is consistent with the business trip destination.

[0030] Furthermore, the credit management module 102 is used to calculate the credit rating of the target employee according to the preset credit scoring mechanism, and feed the credit rating back to the travel expense management module 101, so that the travel expense management module 101 can perform the prepayment and post-approval process for the travel expense reimbursement form of the target employee based on the credit rating.

[0031] In practical implementation, the credit management module 102 establishes an independent credit file for each employee. This file records the employee's employee ID, name, employer, number of past expense claims, number of past audit anomalies, amount of the anomaly, automatic approval rate, on-time reimbursement rate, and the dynamic trajectory of their credit score. The credit management module 102 calculates the target employee's credit rating according to a preset credit scoring mechanism. This mechanism uses a point system or a grade system, for example, setting four grades: A, B, C, and D. The initial credit rating defaults to grade B, and is then dynamically adjusted based on the employee's behavior: for each successful automatic approval without anomalies, the credit score increases by the set amount; for each audit anomaly, such as duplicate subsidy claims or exceeding the standard for accommodation reimbursement, the credit score decreases by the set amount and the credit rating is lowered; and when the employee's on-time reimbursement rate exceeds a preset threshold, additional credit points are added. The credit management module 102 feeds back the calculated credit rating to the travel expense management module 101 in real time. Upon receiving a travel expense reimbursement form from a target employee, the travel expense management module 101 first reads the employee's credit rating. If the credit rating is higher than a preset threshold, the module executes a "pay first, review later" process, meaning it first sends a payment instruction to the payment system to pay the reimbursement to the employee, and then submits the reimbursement form to the subsequent audit stage for compliance checks. If the credit rating is lower than the preset threshold, the module executes a standard "review first, pay later" process, meaning it first submits the reimbursement form to the audit stage to complete all compliance checks, and only initiates payment after confirming there are no abnormalities. Simultaneously, the travel expense management module 101 feeds back any anomalies discovered during the subsequent audit to the credit management module 102. For example, if an employee is found to have claimed subsidies twice, the credit management module 102 further deducts the employee's credit score and credit rating based on this anomaly, forming a closed-loop adjustment mechanism for credit management. Through the above design, employees with high credit scores can enjoy a faster reimbursement process, while employees with low credit scores are subject to stricter approval controls, thereby incentivizing employees to regulate their reimbursement behavior.

[0032] Furthermore, the attachment library management module 103 provides storage management for electronic invoices and itinerary attachments for the travel expense management module 101. In specific implementation, a bidirectional data interface is established between the attachment library management module 103 and the travel expense management module 101. During the generation of business travel settlement forms and travel expense reimbursement forms, the travel expense management module 101 pushes electronic invoices, itinerary attachments, and related approval records, payment vouchers, and other documents to the attachment library management module 103 in real time. The attachment library management module 103 establishes a separate voucher type identifier for travel expense transactions, and creates a classified storage directory for received electronic invoices according to dimensions such as unit, employee, reimbursement period, and order number. At the same time, it generates a unique storage index and digital digest for each attachment to ensure the integrity and traceability of the attachments. Itinerary attachments include, but are not limited to, air ticket itineraries, train tickets, accommodation bills, and vehicle rental itineraries. The attachment library management module 103 supports direct storage of multiple file formats, eliminating the need for printing, scanning, or pasting paper documents. During subsequent automatic approval or manual review, the travel expense management module 101 can quickly retrieve and preview the corresponding electronic invoices and itinerary attachments online by calling the query interface provided by the attachment library management module 103, based on the reimbursement form number or order number. The attachment library management module 103 also receives attachments uploaded by the mobile management module 107 and automatically matches and archives them with the corresponding travel expense reimbursement forms. After archiving, the attachment library management module 103 returns the storage results to the travel expense management module 101, which then marks the attachment status of the reimbursement form as complete. Through the unified storage management of the attachment library management module 103, the system achieves paperless operation throughout the entire travel expense reimbursement process, eliminating the need for counting, verifying, pasting, scanning, mailing, and binding of paper documents.

[0033] Electronic invoices include, but are not limited to, electronic tickets, electronic air transport tickets and itineraries, and electronic railway tickets, etc. This application does not make specific limitations.

[0034] Furthermore, the query and statistical analysis module 104 is used to summarize and statistically analyze multiple travel expense reimbursement forms based on preset statistical rules, obtaining the problem details and total amount involved for each travel expense reimbursement form. In specific implementation, the query and statistical analysis module 104 maintains data connectivity with the travel expense management module 101 and the credit management module 102. Each travel expense reimbursement form and its approval result generated by the travel expense management module 101 after automatic approval are written to the data warehouse associated with the query and statistical analysis module 104 in real time. The query and statistical analysis module 104 has multiple preset statistical rules, including rules for summarizing by unit dimension, rules for summarizing by audit rule dimension, rules for summarizing by business period dimension, and rules for summarizing by employee dimension. When the user selects one or more statistical rules through the client interface, the query and statistical analysis module 104 reads multiple travel expense reimbursement forms from the data warehouse and statistically analyzes the problem details and total amount involved for each reimbursement form. In one embodiment, the statistical method for identifying problems is as follows: if a travel expense reimbursement form is determined to violate one or more audit rules during the automatic approval process, the reimbursement form is marked as problematic, and the specific rule name violated, the abnormal amount, and the number of times the abnormality occurred are recorded. The statistical method for the total amount involved is as follows: for each travel expense reimbursement form, the amounts of accommodation fees, transportation fees, meal allowances, and transportation allowances in the order expenses are summarized to form the total reimbursement amount for that form; for reimbursement forms determined to have problems, the proportion of the abnormal amount in the total reimbursement amount is also calculated. The query and statistical analysis module 104 displays the statistical results in a list format on the client interface, allowing users to filter and sort by department / unit, rule type, or time range, and allowing the statistical results to be exported as a spreadsheet file. Through the above design, managers can intuitively grasp the overall compliance status of travel expense reimbursements in various departments / units, the types of frequently violated rules, and the scale of funds involved, providing data support for travel management decisions.

[0035] It should be noted that the travel expense management module implemented in this application receives billing data from the business travel platform and automatically performs multi-dimensional expense decomposition and invoice association to generate business travel settlement statements. This significantly shortens the order settlement and reimbursement recording cycle, effectively solving problems such as untimely cost and expense listing, increased internal hidden receivables and payables, and incomplete consolidation and offsetting, thereby enhancing comprehensive budget control capabilities. Furthermore, based on a multi-dimensional audit rule system, travel expense reimbursement forms are automatically approved, freeing finance personnel from the heavy burden of compliance review and invoice verification, significantly reducing review time and labor costs. At the same time, the credit management module 102 dynamically calculates employee credit ratings based on a preset credit scoring mechanism and feeds it back to the travel expense management module 101 to execute the pre-payment and post-review process. The collection cycle for high-credit employees is significantly shortened, improving the reimbursement experience and incentivizing standardized behavior. Meanwhile, the query, statistical analysis, and statistical analysis module 104 summarizes and statistically analyzes the issues and total amounts involved in multiple reimbursement forms, providing managers with a scientific travel expense analysis report. Therefore, this application realizes the automation, intelligence and closed-loop management of the entire travel reimbursement process, significantly improving business processing efficiency and corporate value creation capabilities.

[0036] Furthermore, the expense reimbursement basic settings module 106 is used to provide parameter configuration for data import verification, rule configuration, task management, and automatic approval for the travel expense management module 101. The expense reimbursement basic settings module 106 includes a multi-source data import unit, a financial rule configuration unit, and an audit task management unit.

[0037] It should be noted that the multi-source data import unit is used to import and verify data from the vehicle dispatch system, cafeteria meal data, and employee monthly attendance data to obtain total attendance data, which is then pushed to the travel expense management module 101. Specifically, this multi-source data import unit supports importing the above three types of data by unit and month. Users can upload data files conforming to a standard template through the client interface. The template predefines required fields and format requirements. This unit automatically performs format validation, such as verifying whether the date is in a standard format and whether the amount is numeric. It also performs logical validation, such as verifying whether the vehicle usage time in the vehicle dispatch record matches the business trip date and whether the diners in the cafeteria meal record match the employee roster. After validation, the validation results are output to the client interface in list form. For data that fails validation, users can choose to overwrite the original data, skip abnormal records, or manually correct each record. After successful validation, this unit integrates and merges the vehicle dispatch system data, cafeteria meal data, and employee monthly attendance data, removes duplicate records, fills in missing fields, and forms standardized total attendance data. The total attendance data includes employee ID, company / department, business trip start and end dates, business trip location, clock-in / out records, vehicle usage records, and meal records, and calculates the actual number of business trip days based on this. Subsequently, this unit pushes the total attendance data to the travel expense management module 101 in real time via an internal interface. When generating a travel expense reimbursement form, the travel expense management module 101 uses this total attendance data as a benchmark, compares it with the itinerary information in the business travel settlement form, verifies the authenticity of the number of business trip days, and calculates the meal allowance and transportation allowance accordingly. If the total attendance data is inconsistent with the number of trip days in the business travel settlement form, the travel expense management module 101 adjusts it based on the total attendance data, thereby ensuring the accuracy and compliance of the reimbursement data.

[0038] Furthermore, the financial rule configuration unit is used to obtain multi-dimensional travel records from the data center and configure multi-dimensional audit rules based on these records. In specific implementation, the financial rule configuration unit is responsible for obtaining multi-dimensional travel records from the data center. These records include at least the amount of meal allowance, the start and end dates of the business trip, the information of the person claiming the expense, canteen dining records, vehicle usage records, and accommodation cost data. Based on these multi-dimensional travel records, the financial rule configuration unit configures six types of audit rules for the travel expense management module 101. For the standard allowance audit rule, this unit obtains the meal allowance amount and the start and end dates of the business trip, sets an upper limit for the allowance amount, and writes the judgment conditions for exceeding the standard into the rule engine. For the standard meal allowance rule, this unit configures daily allowance benchmark values ​​for different regions based on the start and end dates of the business trip and the destination. For the duplicate allowance audit rule, this unit uses the information of the person claiming the expense and the start and end dates of the business trip as key fields to configure verification logic that the same employee can only claim a business trip allowance once within the same time period. For the meal allowance audit rules, this unit cross-references canteen dining records with meal allowance application records and configures judgment conditions prohibiting simultaneous application for allowances during meal periods. For the transportation allowance audit rules, this unit cross-references vehicle usage records with transportation allowance application records and configures verification conditions prohibiting the application for transportation allowances during dispatched vehicle periods. For the accommodation compliance rules, this unit configures upper limits for accommodation expenses for different cities and job levels based on the departure and arrival locations of business trips and accommodation amount data. After all rules are configured, the financial rule configuration unit supports adding, modifying, viewing, enabling, and disabling each rule, and synchronizes the effective rules to the intelligent approval unit in the travel expense management module 101 for automatic approval.

[0039] Furthermore, the audit task management unit manages the classification and task information of audit tasks, and performs operations such as publishing, closing, canceling, executing, and interrupting audit tasks. An audit task refers to a single execution instance that performs batch compliance checks on travel expense reimbursement forms according to a preset set of supervisory rules and a specified execution scope. The audit task management unit first maintains the classification information of audit tasks, such as monthly routine audits and quarterly special audits based on execution cycle, all-staff audits and key personnel audits based on audit targets, and daily travel audits and engineering travel audits based on business type. This unit also maintains detailed information for each audit task, including task number, task name, associated list of supervisory rules, execution unit scope, planned execution time, and task status. Users can publish, close, void, execute, or interrupt audit tasks through the client interface. Published tasks enter a queue for execution; execution triggers task running, and the audit task management unit retrieves travel expense reimbursement forms from the travel expense management module 101 according to the configured rule list and unit scope. The intelligent approval unit then performs batch automatic approval based on the configured rules, marking non-compliant documents and recording anomaly details. Users can interrupt the task at any time during execution. After task completion, the unit provides real-time feedback of the approval results and audit anomaly information for each anomaly record to the query and statistical analysis module 104 for subsequent summary statistics and penetrating queries by unit and rule. The approval results include the total number of reimbursement forms, the number of non-compliant forms, and the distribution of non-compliant rules. Audit anomaly information includes the reimbursement form number, employee name, name of the violated rule, abnormal amount, and date of occurrence. Through the setting of audit tasks, the system achieves regular, targeted, and automated compliance checks on travel expense reimbursement business.

[0040] Furthermore, the automatic approval configuration unit is used to configure the automatic approval interval, approval failure handling strategy, and approval process. This unit supports configuring the automatic approval interval for each unit, i.e., how often the intelligent approval unit scans pending travel expense reimbursement forms, such as once per hour or once every two hours. Simultaneously, this unit configures the handling strategy for approval failures. When a travel expense reimbursement form violates audit rules during the automatic approval process, it can be set to retain the current approval node for manual review, or to revert to the first approval node for the applicant to revise and resubmit. In addition, the automatic approval configuration unit also supports configuring the approval process, setting differentiated approval chains for different scenarios such as whether advance payment is involved and employee credit ratings. For example, employees with low credit ratings can execute multi-level approval processes, while employees with high credit ratings can execute simplified approval processes. After configuration, the automatic approval configuration unit synchronizes the above parameters to the intelligent approval unit, which then executes the automatic approval task based on these parameters. Through the automatic approval configuration unit, the system can adapt to the business management needs of different units, enabling flexible adjustments to the automatic approval rules.

[0041] In a specific embodiment, the travel expense management module 101 includes a business travel settlement management unit, a reimbursement form generation unit, an intelligent approval unit, an invoice query unit, and an invoice batch processing unit. The business travel settlement management unit receives billing data, decomposes the business travel settlement form into multiple order costs based on billing category, cost requirements, and business activities, and associates these multiple order costs with electronic invoices to obtain the business travel settlement form. The reimbursement form generation unit generates travel expense reimbursement forms based on the business travel settlement form and total attendance data. The intelligent approval unit automatically approves the travel expense reimbursement forms based on a multi-dimensional audit rule system and obtains the approval result. The invoice query unit queries the corresponding associated electronic invoices through the business travel settlement form information. The invoice batch processing unit merges multiple electronic invoices into an invoice file if the business travel settlement form is associated with multiple electronic invoices and prints the invoice file.

[0042] In one specific implementation, the business travel settlement management unit receives billing data pushed by the business travel platform. It decomposes the business travel settlement statement into multiple independent order costs based on three dimensions: billing category (e.g., airfare, train tickets, accommodation), cost requirements, and business activities. For example, it separates the airfare, accommodation, and airport transfer costs for a business trip. Each order cost is then associated with its corresponding electronic invoice, ultimately generating a business travel settlement statement containing both cost details and invoice details. The expense report generation unit reads this business travel settlement statement and the total attendance data pushed by the expense report basic settings module 106, compares the business trip itinerary with the attendance records, and automatically generates a travel expense report. The intelligent approval unit automatically approves the travel expense report based on a pre-configured multi-dimensional audit rule system, outputting the approval result, which includes "approved," "disapproved," or "requires manual review." For disapproved documents, the specific rules violated are also noted. The invoice query unit provides a query interface, allowing users to view all electronic invoices associated with a travel settlement statement online by entering the statement number or order number. These invoices include digital invoices, electronic airfare itineraries, and electronic railway tickets, eliminating the need to consult paper documents. The batch invoice processing unit automatically merges multiple electronic invoices associated with the same travel settlement statement into a single invoice file, such as a PDF file, and provides a print function. Users can directly print the merged invoice file for offline archiving or backup. Through the coordinated operation of these units, the travel expense management module 101 achieves a complete business loop from invoice receipt, expense breakdown, reimbursement form generation, intelligent approval to invoice query and batch processing.

[0043] It should be noted that travel expense reimbursement forms include, but are not limited to, routine travel expense reimbursement forms, engineering travel expense reimbursement forms, or engineering accounting travel expense reimbursement forms; this application does not make any specific limitations.

[0044] Furthermore, in some embodiments, the travel expense management module 101 also includes an audit unit, used to perform a compliance pre-check on the vehicle dispatch data, canteen data, and attendance data associated with the business travel settlement form before the expense report generation unit generates the travel expense report. If the pre-check passes, the travel expense report is generated; if the pre-check fails, the system intercepts and returns an abnormal audit result, and writes the abnormal audit result into the corresponding audit result details table. Specifically, the audit unit extracts business trip information from the business travel settlement form, including the business traveler, the start and end dates of the business trip, and the business trip location, and obtains vehicle dispatch system data, canteen meal data, and attendance data for the same person within the same time period from the multi-source data import unit of the expense report basic settings module 106. The audit unit executes the following pre-check logic: First, it verifies the vehicle dispatch system data. If the dispatch record shows that the employee has used an official vehicle during the business trip, the pre-check determines that the employee's eligibility for transportation allowance is abnormal. Second, it verifies the canteen meal data. If the canteen meal record shows that the employee has received free meals during the business trip, the pre-check determines that the employee's eligibility for meal allowance is abnormal. Third, it verifies the attendance data, checking whether the employee's business trip clock-in record matches the start and end dates of the trip in the business travel settlement statement. If attendance is missing or the clock-in location does not match the business trip destination, the pre-check determines that the trip's authenticity is abnormal. If all three pre-checks pass, the audit unit sends a pre-check pass signal to the expense report generation unit, triggering the expense report generation unit to generate a travel expense report based on the business travel settlement statement and total attendance data. If any pre-check fails, the audit unit intercepts the business travel settlement form, preventing the generation of the travel expense reimbursement form. The abnormal audit results are returned to the client interface in list format, and simultaneously written to the corresponding audit result detail table. This detail table records the specific reasons and amounts involved for abnormal vehicle dispatch, meal arrangements, or attendance. Through this design, the audit unit implements compliance pre-checks before the reimbursement form is generated, intercepting abnormal reimbursement requests at the source, reducing the amount of invalid processing in subsequent automatic approval processes, and improving the overall system efficiency.

[0045] Furthermore, the credit management module 102 includes a credit scoring initialization unit, a credit adjustment unit, and a pre-payment, post-audit execution unit. The credit scoring initialization unit initializes the target employee's credit score using preset credit initialization rules; the credit adjustment unit dynamically adjusts the credit score based on the target employee's expense records, approval results, and abnormal audit results.

[0046] The initialization rules are set based on factors such as the employee's job level, length of service, and historical expense reports. For newly hired employees, a default baseline credit score is assigned, such as 80 points. For existing employees with expense reports, the initial credit score is calculated based on their on-time expense reporting rate, number of audit anomalies, and automatic approval rate over the past year. Specifically, the credit adjustment unit monitors expense reporting behavior in the travel expense management module 101 and the approval results output by the intelligent approval unit in real time. When an employee completes an expense report without anomalies and with approval, the credit adjustment unit increases the set score according to preset rules, such as adding 2 points. When an employee has an audit anomaly, such as being found to be in violation of the duplicate audit rules for travel allowances or meal allowances, the credit adjustment unit deducts the set score according to the severity of the anomaly, such as deducting 5 points for each anomaly. When an employee has not initiated an expense report for a long period or the on-time expense reporting rate is below the threshold, the credit adjustment unit deducts points at its discretion. The credit adjustment unit records the time, reason, and scores before and after each adjustment in the credit file, and synchronizes the updated credit score to the travel expense management module 101 in real time for use in the pre-payment and post-approval process. Through this design, the credit score can accurately reflect the compliance and timeliness of employees' expense reimbursements, forming a credit management mechanism that combines positive incentives and negative constraints.

[0047] It should be noted that the "pay first, review later" execution unit is used to implement a "pay first, review later" process for the travel expense reimbursement forms of target employees if their credit score reaches a preset threshold, and a "review first, pay later" process if their credit score does not reach the preset threshold. Specifically, this "pay first, review later" execution unit obtains the target employee's real-time credit score from the credit adjustment unit and compares the credit score with a preset threshold. If the credit score reaches or exceeds the preset threshold, the "pay first, review later" execution unit executes the "pay first, review later" process for the employee's travel expense reimbursement form: the "pay first, review later" execution unit sends a payment instruction to the payment system to pay the reimbursement amount to the employee first. After the payment is completed, the travel expense reimbursement form is sent to the intelligent approval unit for compliance review. If any abnormalities are found during the review process, the abnormal results are recorded and fed back to the credit adjustment unit for subsequent point deductions. If the credit score does not reach the preset threshold, the "pay first, review later" execution unit will implement a "review before payment" process for the employee's travel expense reimbursement form: the "pay first, review later" execution unit will first send the travel expense reimbursement form to the intelligent approval unit to complete all compliance reviews. After confirming that there are no abnormalities or that any abnormalities have been processed, the unit will then send a payment instruction to the fund payment system. Through the above differentiated process design, the "pay first, review later" execution unit achieves both rapid fund disbursement incentives for employees with high credit scores and risk control for employees with low credit scores.

[0048] Furthermore, the attachment library management module 103 includes an association mapping unit, a paperless archiving unit, and a multi-view query unit. The association mapping unit establishes association mapping relationships between business travel settlement forms and travel expense reimbursement forms and electronic invoices and itinerary attachments, respectively. The paperless archiving unit establishes travel expense voucher types and manages the archiving of electronic invoices and itinerary attachments according to these types. Specifically, when the travel expense management module 101 generates a business travel settlement form, the association mapping unit assigns a unique settlement form number to it and writes this number as the primary key into the association mapping table. Subsequently, for each electronic invoice and each itinerary attachment associated with the business travel settlement form (including accommodation bills, transportation itineraries, etc.), the association mapping unit extracts the storage path and digital digest of the attachments, binding the settlement form number with the attachment identifier one-to-one, forming a forward mapping from the settlement form to the attachment. After the expense report generation unit generates a travel expense report based on the business travel settlement form, the association mapping unit further assigns an expense report number to the travel expense report and establishes a correspondence between the expense report number and the settlement form number in the association mapping table. Simultaneously, it re-maps and binds the expense report number to all associated attachments, ensuring that all attachments can be retrieved using the expense report number. The association mapping unit employs a two-way indexing mechanism, supporting both querying associated electronic invoices and itineraries through the business travel settlement form and tracing back to the original attachments through the travel expense report. Subsequently, the paperless archiving unit receives the mapping relationship from the association mapping unit and stores electronic invoices and itinerary attachments hierarchically according to unit, employee, reimbursement period, and attachment type, eliminating the need for printing paper documents. It's worth noting that the multi-view query unit supports multi-view queries of business travel settlement forms and travel expense reimbursement forms. These multi-view queries include table, card, and list formats. In practice, the multi-view query unit provides various view modes to the employee's user interface based on the mapping relationship established by the association mapping unit. The table view displays detailed data from business travel settlement forms or travel expense reimbursement forms in rows and columns. Each row corresponds to one document record, and each column displays fields such as document number, employee name, affiliated unit, reimbursement amount, and approval status. It supports sorting and filtering by column. The card view presents key information for each document independently in card format. The top of the card displays the document type and status indicator, the middle displays employee information, travel period, and total reimbursement amount, and the bottom provides buttons for viewing attachments and entering the details page. It is suitable for mobile devices or overview browsing. The list view presents document titles and summary information in a concise item format. Users can select items in the list to perform export or archiving operations. The multi-view query unit allows users to switch between multiple views in real time without refreshing the page or re-initiating a query request, while retaining the current filter conditions. Through this multi-view design, users with different roles can choose the most suitable viewing method based on their usage scenarios, improving the system's usability and query efficiency.

[0049] Furthermore, the query and statistical analysis module 104 also includes a post-trip audit query unit and an approval result query unit. The post-trip audit query unit is used to view travel expense issues for each target employee within each department at the departmental level, and to statistically analyze the travel expense issues and total travel expense amount involved in each department. The approval result query unit is used to update the automatic review result information and implement access control after the approval and audit of travel expense reimbursement forms. In specific implementation, the post-trip audit query unit summarizes and analyzes the audit results of travel expense reimbursement forms at the departmental level, displaying the travel expense issues for each target employee within each department. These issues include the type of audit rule violation, such as duplicate travel reimbursements, excessive accommodation, number of anomalies, and specific abnormal amounts. Simultaneously, this unit, organized by department, statistically analyzes the total number of travel expense issues and the total travel expense amount for all target employees within each department, supporting filtering and sorting by department name and statistical period, and exporting the statistical results in tabular form. The approval result query unit updates the automatic review result information in real time to the automatic review result information table after the intelligent approval and auditing tasks of travel expense reimbursement forms are completed. This information table records the reimbursement form number, employee name, approval conclusion, details of violated rules, and approval timestamp. The approval result query unit provides a query interface to the client and implements access control for users with different roles. For example, ordinary employees can only query their own approval results, department heads can query the approval results of their department, and finance personnel can query the approval results of the entire unit, thereby ensuring data security and hierarchical management.

[0050] Furthermore, the expense reimbursement management system also includes a bill settlement module 105, which is used for either self-settlement and payment of travel expense reimbursement forms by grassroots units based on the approval results, or settlement of travel expense reimbursement forms by grassroots units based on the approval results and payment by superior units based on the settlement results. Specifically, the bill settlement module 105 supports two payment modes. The first mode is self-settlement and payment by grassroots units, whereby grassroots units initiate payment instructions for approved travel expense reimbursement forms based on the approval results output by the travel expense management module 101, and pay the reimbursement amount to employees or the business travel platform through their own funds account to complete the settlement. The second model combines settlement at the grassroots level with unified payment from the superior unit. First, the grassroots unit processes the travel expense reimbursement forms based on the approval results, generating a settlement result. This result includes the total reimbursement amount payable by each grassroots unit, the corresponding detailed reimbursement list, and fund attribution information. Then, the grassroots unit submits the settlement result to the superior unit, which executes unified payment based on this result, directly paying the employee or the business travel platform. This simultaneously completes the internal account reconciliation and subsequent consolidation / offsetting between the grassroots and superior units. The billing settlement module 105 automatically selects one of the two models to execute based on the system configuration and records the payment status and payment transaction number. Through this dual-mode design, the billing settlement module 105 balances the settlement autonomy of grassroots units with the unified fund management needs at the group level, while providing a data foundation for cross-unit consolidation / offsetting.

[0051] Furthermore, the expense reimbursement management system also includes a mobile management module 107, which integrates and displays the entire process data of travel expense reimbursement for multiple target employees, receives employee travel attachments uploaded from different mobile devices, and stores employee travel attachments in the attachment library management module 103. The entire process data of travel expense reimbursement includes, but is not limited to, travel applications, travel information, allowance information, order information, and invoice information. Specifically, the mobile management module 107 maintains data connectivity with the travel expense management module 101 and the attachment library management module 103, providing employees with a mobile entry point for travel expense reimbursement services. The mobile management module 107 integrates and displays the entire process data of travel expense reimbursement for multiple target employees, specifically including: travel applications (e.g., application number, reason for travel, application time); travel information (e.g., mode of travel, origin and destination, flight or train number); allowance information (e.g., meal allowance amount, transportation allowance amount, number of days of allowance); order information (e.g., amount and status of flight orders, accommodation orders, car rental orders); and invoice information (e.g., electronic invoice type, invoice code, invoice amount). The aforementioned data is synchronized in real-time from the travel expense management module 101 to the mobile terminal, allowing employees to check their own or authorized travel expense reimbursement progress on their mobile phones or tablets. Simultaneously, the mobile management module 107 provides an attachment upload function, allowing employees to upload travel-related electronic invoices, itineraries, accommodation bills, and other attachments by taking photos or selecting local files using their mobile devices. The module also performs format verification and size limits on uploaded attachments. The mobile management module 107 pushes received employee travel attachments to the attachment library management module 103 in real-time, where it completes the association mapping and paperless archiving. Through the mobile management module 107, employees can view travel expense reimbursement information and upload attachments without returning to their office computers, improving the convenience of reimbursement and the timeliness of data collection.

[0052] To achieve the above objectives, a second aspect of this application provides an expense reimbursement management method, please refer to [link to relevant documentation]. Figure 2 , Figure 2 This is an optional flowchart of the expense management method provided in the embodiments of this application, which may include, but is not limited to, steps S101 to S105.

[0053] Step S101: Receive billing data pushed by the business travel platform, decompose the billing data into expenses based on multiple management dimensions to obtain multiple order expenses, and associate the multiple order expenses with electronic invoices to obtain a business travel settlement statement containing expense details and invoice details.

[0054] Step S102: Generate a travel expense reimbursement form based on the business travel settlement form and total attendance data.

[0055] Step S103: Automatically approve travel expense reimbursement forms based on a preset multi-dimensional audit rule system to obtain approval results.

[0056] The multi-dimensional audit rule system includes audit rules for subsidy difference standards, rules for meal allowance standards, rules for duplicate difference subsidies, rules for meal allowance audits, rules for transportation allowance audits, and rules for accommodation compliance.

[0057] Step S104: Calculate the credit rating of the target employee according to the preset credit scoring mechanism, and execute the prepayment and post-review process for the target employee's travel expense reimbursement form based on the credit rating.

[0058] Step S105: Based on preset statistical rules, summarize and statistically analyze multiple travel expense reimbursement forms to obtain the problem details and total amount involved in each travel expense reimbursement form.

[0059] The aforementioned expense reimbursement management method and system are based on the same inventive concept. By receiving billing data from the business travel platform and automatically performing multi-dimensional cost breakdown and invoice association to generate business travel settlement statements, and then combining this with total attendance data to generate travel expense reimbursement forms, the system significantly shortens the order settlement and reimbursement processing cycle, effectively solving problems such as untimely cost and expense listing, increased internal hidden receivables and payables, and incomplete consolidation and offsetting. Secondly, based on a six-category multi-dimensional audit rule system, expense reimbursement forms are automatically approved, freeing finance personnel from the heavy burden of compliance audits and invoice verification, significantly reducing audit time and labor costs. Simultaneously, cross-system data comparison fills in control blind spots, improving audit accuracy and risk control capabilities. Thirdly, based on a preset credit scoring mechanism, employee credit ratings are dynamically calculated, and a pre-payment, post-approval process is implemented according to credit rating. High-credit employees experience significantly shorter payment cycles, improving the reimbursement experience and incentivizing standardized behavior, while low-credit employees are subject to stricter approval controls, forming a closed-loop credit regulation system. Finally, the system aggregates and statistically analyzes multiple expense reports according to preset statistical rules, outputting the details of each report's issues and the total amount involved. This provides managers with a scientific travel expense analysis report, supporting pre-budget control and timely decision-making. In summary, this application achieves automated, intelligent, and closed-loop management of the entire travel expense reimbursement process, significantly improving business processing efficiency and corporate value creation capabilities.

[0060] This application also provides an electronic device, which includes a memory and a processor. The memory stores a computer program, and the processor executes the computer program to implement the aforementioned expense management method. This electronic device can be any smart terminal, including mobile phones, tablets, and in-vehicle computers.

[0061] Please see Figure 3 , Figure 3 This is a schematic diagram of an optional hardware structure of an electronic device provided in an embodiment of this application. The electronic device includes: The processor 301 can be implemented using a general-purpose CPU (Central Processing Unit), microprocessor, application-specific integrated circuit (ASIC), or one or more integrated circuits, and is used to execute relevant programs to implement the expense management method provided in the embodiments of this application. The memory 302 can be implemented as a read-only memory (ROM), a static storage device, a dynamic storage device, or a random access memory (RAM). The memory 302 can store the operating system and other applications. When the technical solutions provided in the embodiments of this specification are implemented through software or firmware, the relevant program code is stored in the memory 302 and is called and executed by the processor 301 using the expense management method provided in the embodiments of this application. Input / output interface 303 is used to implement information input and output; The communication interface 304 is used to enable communication and interaction between this device and other devices. Communication can be achieved through wired means (such as USB, network cable, etc.) or wireless means (such as mobile network, WIFI, Bluetooth, etc.). Bus 305 transmits information between various components of the device (e.g., processor 301, memory 302, input / output interface 303, and communication interface 304); The processor 301, memory 302, input / output interface 303, and communication interface 304 are connected to each other within the device via bus 305.

[0062] This application also provides a computer-readable storage medium storing a computer program, which, when executed by a processor, provides the expense management method of this application.

[0063] Memory, as a non-transitory computer-readable storage medium, can be used to store non-transitory software programs and non-transitory computer-executable programs. Furthermore, memory may include high-speed random access memory, and may also include non-transitory memory, such as at least one disk storage device, flash memory device, or other non-transitory solid-state storage device. In some embodiments, memory may optionally include memory remotely located relative to the processor, and these remote memories can be connected to the processor via a network. Examples of such networks include, but are not limited to, the Internet, intranets, local area networks, mobile communication networks, and combinations thereof.

[0064] The embodiments described in this application are for the purpose of more clearly illustrating the technical solutions of the embodiments of this application, and do not constitute a limitation on the technical solutions provided by the embodiments of this application. As those skilled in the art will know, with the evolution of technology and the emergence of new application scenarios, the technical solutions provided by the embodiments of this application are also applicable to similar technical problems.

[0065] Those skilled in the art will understand that the technical solutions shown in the figures do not constitute a limitation on the embodiments of this application, and may include more or fewer steps than shown, or combine certain steps, or different steps.

[0066] The device embodiments described above are merely illustrative. The units described as separate components may or may not be physically separate; that is, they may be located in one place or distributed across multiple network units. Some or all of the modules can be selected to achieve the purpose of this embodiment according to actual needs.

[0067] Those skilled in the art will understand that all or some of the steps in the methods disclosed above, as well as the functional modules / units in the systems and devices, can be implemented as software, firmware, hardware, or suitable combinations thereof.

[0068] The terms “first,” “second,” “third,” “fourth,” etc. (if present) in the specification and accompanying drawings of this application are used to distinguish similar objects and are not necessarily used to describe a specific order or sequence. It should be understood that such data can be interchanged where appropriate so that the embodiments of this application described herein can be implemented in orders other than those illustrated or described herein. Furthermore, the terms “comprising” and “having,” and any variations thereof, are intended to cover non-exclusive inclusion; for example, a process, method, system, product, or apparatus that comprises a series of steps or units is not necessarily limited to those steps or units explicitly listed, but may include other steps or units not explicitly listed or inherent to such processes, methods, products, or apparatus.

[0069] It should be understood that in this application, "at least one (item)" means one or more, and "more than" means two or more. "And / or" is used to describe the relationship between related objects, indicating that three relationships can exist. For example, "A and / or B" can represent three cases: only A exists, only B exists, and both A and B exist simultaneously, where A and B can be singular or plural. The character " / " generally indicates that the preceding and following related objects are in an "or" relationship. "At least one (item) of the following" or similar expressions refer to any combination of these items, including any combination of single or plural items. For example, at least one (item) of a, b, or c can represent: a, b, c, "a and b", "a and c", "b and c", or "a and b and c", where a, b, and c can be single or multiple.

[0070] In the embodiments provided in this application, it should be understood that the disclosed systems and methods can be implemented in other ways. For example, the system embodiments described above are merely illustrative; for instance, the division of the units described above is only a logical functional division, and in actual implementation, there may be other division methods. For example, multiple units or components may be combined or integrated into another system, or some features may be ignored or not executed. Furthermore, the coupling or direct coupling or communication connection shown or discussed may be an indirect coupling or communication connection through some interfaces, devices, or units, and may be electrical, mechanical, or other forms.

[0071] The units described above as separate components may or may not be physically separate. The components shown as units may or may not be physical units; that is, they may be located in one place or distributed across multiple network units. Some or all of the units can be selected to achieve the purpose of this embodiment according to actual needs.

[0072] Furthermore, the functional units in the various embodiments of this application can be integrated into one processing unit, or each unit can exist physically separately, or two or more units can be integrated into one unit. The integrated unit can be implemented in hardware or as a software functional unit.

[0073] If the integrated unit is implemented as a software functional unit and sold or used as an independent product, it can be stored in a computer-accessible storage medium. Based on this understanding, the technical solution of this application, in essence, or the part that contributes to the prior art, or all or part of the technical solution, can be embodied in the form of a software product. This computer software product is stored in a storage medium and includes multiple instructions to cause a computer device (which may be a personal computer, server, or network device, etc.) to execute all or part of the steps of the methods of the various embodiments of this application. The aforementioned storage medium includes various media capable of storing programs, such as USB flash drives, portable hard drives, read-only memory (ROM), random access memory (RAM), magnetic disks, or optical disks.

[0074] The preferred embodiments of the present application have been described above with reference to the accompanying drawings, but this does not limit the scope of the claims of the present application. Any modifications, equivalent substitutions, and improvements made by those skilled in the art without departing from the scope and substance of the embodiments of the present application shall be within the scope of the claims of the present application.

Claims

1. An expense reimbursement management system, characterized in that, include: The travel expense management module receives billing data pushed by the business travel platform, decomposes the billing data into multiple order costs based on multiple management dimensions, and associates these multiple order costs with electronic invoices to obtain a business travel settlement statement containing cost details and invoice details. Based on the business travel settlement statement and total attendance data, a travel expense reimbursement form is generated. The reimbursement form is automatically approved based on a preset multi-dimensional audit rule system to obtain the approval result. This multi-dimensional audit rule system includes rules for allowance standards, meal allowance standards, duplicate allowance audits, meal allowance audits, transportation allowance audits, and accommodation compliance rules. The credit management module is used to calculate the credit rating of the target employee according to the preset credit scoring mechanism, and feed the credit rating back to the travel expense management module so that the travel expense management module can perform a prepayment and post-approval process on the travel expense reimbursement form of the target employee based on the credit rating. The attachment library management module is used to provide storage management for the electronic invoices and itinerary attachments of the travel expense management module; The query and statistical analysis module is used to summarize and statistically analyze multiple travel expense reimbursement forms based on preset statistical rules, and obtain the problem details and total amount involved in each travel expense reimbursement form.

2. The expense reimbursement management system according to claim 1, characterized in that, Also includes: The reimbursement basic settings module is used to provide the travel expense management module with parameter configurations for data import verification, rule configuration, task management, and automatic approval. The reimbursement basic settings module includes: The multi-source data import unit is used to import and verify data from the vehicle dispatch system, canteen meal data, and employee monthly attendance data to obtain total attendance data, and then push the total attendance data to the travel expense management module. The financial rule configuration unit is used to obtain multi-dimensional travel records from the data center and configure the multi-dimensional audit rules according to the multi-dimensional travel records. The multi-dimensional travel records include meal allowance amount, business trip start and end time, reimbursement person information, canteen dining records, vehicle usage records, and accommodation amount data. The audit task management unit is used to manage the classification information and task information of audit tasks, and to perform operations such as publishing, closing, canceling, executing, and interrupting the audit tasks. The automatic approval configuration unit is used to configure the automatic approval interval, approval failure handling strategy, and approval process.

3. The expense reimbursement management system according to claim 2, characterized in that, The multiple management dimensions include billing categories, cost requirements, and business activities. The travel expense management module includes: The business travel settlement management unit is used to receive the billing data, decompose the business travel settlement form into order fees based on the billing category, the cost requirements, and the business activities to obtain multiple order fees, and associate the multiple order fees with the electronic invoice to obtain the business travel settlement form; The expense report generation unit is used to generate travel expense reports based on the business travel settlement report and the total attendance data, wherein the travel expense report includes daily travel expense report, engineering travel expense report or engineering accounting travel expense report; The intelligent approval unit is used to automatically approve the travel expense reimbursement form based on the multi-dimensional audit rule system and obtain the approval result. The invoice query unit is used to query the corresponding associated electronic invoices through the travel settlement information; The invoice batch processing unit is used to merge multiple electronic invoices into an invoice file and print the invoice file if the business travel settlement form is associated with multiple electronic invoices.

4. The expense reimbursement management system according to claim 3, characterized in that, The travel expense management module also includes: The audit unit is used to perform a compliance pre-check on the vehicle dispatch data, canteen data, and attendance data associated with the business travel settlement form before the expense report generation unit generates the travel expense report. If the pre-check passes, the travel expense report generation is triggered. If the pre-check fails, the unit intercepts and returns an abnormal audit result, and the abnormal audit result is written into the corresponding audit result details table.

5. The expense reimbursement management system according to claim 4, characterized in that, The credit management module includes: The credit scoring initialization unit is used to initialize the credit score of the target employee according to the preset credit initialization rules. The credit adjustment unit is used to dynamically adjust the credit score based on the target employee's expense reimbursement records, the approval results, and the abnormal audit results. The prepayment-after-review execution unit is used to perform a prepayment-after-review process on the travel expense reimbursement form of the target employee if the credit score reaches a preset threshold, and to perform a review-after-payment process on the travel expense reimbursement form of the target employee if the credit score does not reach the preset threshold.

6. The expense reimbursement management system according to claim 5, characterized in that, The attachment library management module includes: The association mapping unit is used to establish the association mapping relationship between the business travel settlement form, the travel expense reimbursement form and the electronic invoice and the itinerary attachment, respectively; The paperless archiving unit is used to establish travel expense voucher types and to archive and manage the electronic invoices and itinerary attachments according to the travel expense voucher types. The multi-view query unit is used to support multi-view queries of the business travel settlement form and the travel expense reimbursement form. The multi-view query forms include tables, cards, and lists.

7. The expense reimbursement management system according to claim 6, characterized in that, The query statistics analysis module also includes: The post-trip audit query unit is used to view the travel expense issues of each target employee in each department from a departmental perspective, and to compile statistics on the travel expense issues and total travel expense amount involved in each department. The approval result query unit is used to update the approval result to the automatic review result information and perform access control after the approval and audit of the travel expense reimbursement form.

8. The expense reimbursement management system according to claim 7, characterized in that, Also includes: The billing and settlement module is used to enable grassroots units to independently settle and pay for the travel expense reimbursement form based on the approval results, or to enable the grassroots units to settle the travel expense reimbursement form based on the approval results to obtain a settlement result and then make payment through the superior unit based on the settlement result; The mobile management module is used to integrate and display the entire process data of travel expense reimbursement for multiple target employees, and to receive employee travel attachments uploaded from different mobile devices, and to store the employee travel attachments in the attachment library management module; wherein, the entire process data of travel expense reimbursement includes business trip application, travel information, travel allowance information, order information, and invoice information.

9. A method for expense reimbursement management, characterized in that, include: Receive billing data pushed by the business travel platform, decompose the billing data into expenses based on multiple management dimensions to obtain multiple order expenses, and associate the multiple order expenses with electronic invoices to obtain a business travel settlement statement containing expense details and invoice details; A travel expense reimbursement form is generated based on the aforementioned business travel settlement form and total attendance data; The travel expense reimbursement form is automatically approved based on a preset multi-dimensional audit rule system to obtain the approval result; wherein, the multi-dimensional audit rule system includes the audit rules for allowance standards, the audit rules for meal allowance standards, the audit rules for duplicate allowances, the audit rules for meal allowances, the audit rules for transportation allowances, and the audit rules for accommodation compliance; The credit rating of the target employee is calculated according to the preset credit scoring mechanism, and the travel expense reimbursement form of the target employee is processed with a prepayment and post-review process based on the credit rating. Based on preset statistical rules, multiple travel expense reimbursement forms are summarized and statistically analyzed to obtain the problem details and total amount involved in each travel expense reimbursement form.

10. A computer-readable storage medium storing a computer program, characterized in that, When the computer program is executed by the processor, it implements the expense management method of claim 9.

Images