Expense Management

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.

2 weeks

First prototype

98%

Client retention

50+

Businesses served

150+

Integrations

Book Free Assessment All Professional Services Solutions

Expected Outcomes

Measurable results our professional services clients achieve with expense management.

25% improvement

Disbursement recovery

Client-recoverable expenses that were previously absorbed by the firm are now captured and billed systematically.

80% reduction

Expense processing time

Expenses that sat in inboxes and desk drawers for weeks are now processed within 24 hours of incurrence.

Available on demand

Partner reporting

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.

Frequently Asked Questions

We follow a phased approach: discovery in week one, a working expense management prototype by 2 weeks, and full implementation within 4-8 weeks. Your team tests each phase before we move forward.

Every expense management solution is scoped individually for professional services businesses. We price based on complexity and integration count, then show you projected savings so you can evaluate ROI before committing. Book a free assessment to get a specific quote.

Our expense management solution for professional services integrates with Dext, Xero, Make, plus over 150+ other platforms. We build custom connectors for any specialist software your business relies on.

Every expense management solution includes 3 months of post-launch support covering bug fixes, performance tuning, and team training. Our 98% client retention rate reflects the reliability and ongoing support our clients receive.

Not at all. We design the expense management solution to slot into your current workflow seamlessly. Your team keeps working the way they know, and it just gets faster and more reliable.