Expense Management for Professional Services
Transform your professional services expense management with custom automation built by Harvard-educated experts. Measurable outcomes in 4-8 weeks, backed by 98% client retention.
Expected Outcomes
Measurable results our professional services clients achieve with expense management.
Client-recoverable expenses that were previously absorbed by the firm are now captured and billed systematically.
Expenses that sat in inboxes and desk drawers for weeks are now processed within 24 hours of incurrence.
Partners have real-time visibility of overhead costs, client disbursements, and expense trends without waiting for month-end reports.
The Challenge
Common expense management challenges facing professional services businesses.
Client-recoverable disbursements absorbed by the firm because they are not properly captured and allocated to matters
Partners and staff submitting expense claims weeks after incurrence with missing documentation
No clear visibility of overhead costs by department or cost centre until month-end accounts are produced
Manual reconciliation of corporate credit cards consuming hours of bookkeeper time each month
Implementation
How we implement expense management for your professional services business.
Capture Client and Overhead Expenses
Staff photograph receipts or forward supplier invoices, and the system categorises each expense as client-recoverable, overhead, or partner drawing, linking to the relevant matter in LEAP or Actionstep.
- ✓ Tools: Make, Google Vision, LEAP, Actionstep
Route Approvals by Category and Authority
Client disbursements are auto-approved within policy limits. Overhead expenses route to practice managers, and capital purchases require partner approval. All approvals happen via mobile.
- ✓ Tools: Make, Slack, Airtable
Allocate to Matters and Cost Centres
Client-recoverable expenses are allocated to the correct matter for invoicing. Overhead costs are distributed to cost centres. GST and FBT categorisation is applied automatically.
- ✓ Tools: Make, Xero, Airtable
Generate Financial and Client Reports
Monthly overhead reports, client disbursement summaries for invoicing, BAS preparation data, and partner expense reports are generated automatically.
- ✓ Tools: Make, Google Sheets, Xero
Why Choose Clever Ops
What makes our expense management solution different.
Disbursement Recovery
Every client-recoverable expense is captured at source and allocated to the correct matter, ensuring maximum disbursement recovery on client invoices.
Overhead Cost Visibility
Firm overhead expenses are categorised by cost centre and type, giving partners clear visibility of operating costs throughout the month.
Corporate Card Reconciliation
Corporate credit card transactions are matched to receipts and categorised automatically, eliminating the monthly reconciliation burden.
Partner and Staff Expense Compliance
Clear expense policies are enforced through automated workflows, with non-compliant claims flagged for review rather than processed automatically.
Professional Services Compliance
Designed to meet professional indemnity requirements, client confidentiality obligations, and industry body reporting standards.
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Frequently Asked Questions
Frequently Asked Questions
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