What are the main features of Gorilla Expense?
Gorilla Expense is an intuitive, flexible and very easy to use expense reporting solution that has the following main features:
* Mobile apps with electronic receipts, including an OCR add-on feature.
* Web application that can be accessed on multiple browsers.
* Integration to the major Accounting/ERP systems.
* AMEX, VISA or MasterCard Corporate Card Reconciliation.
* Multi-level manager approvals.
How do you differ from the competition?
After hearing about the frustration and dissatisfaction with the other expense reporting software applications in the market, we decided to tackle this challenge head-on.
Gorilla Expense’s sole mission is to make expense reporting as easy as it can be through our clean, simple but yet powerful application. While the solution is comparable to our competitors from a features & functionality standpoint, there are 3 key areas why customers prefer us:
Configured to Your Needs: We realize that every company’s T&E process is unique. And our solution is tailored to those unique needs. With us, you won’t be stuck with a generic off the shelf application or have to pay consultants huge fees to implement changes to the application. We are more of a “boutique” expense reporting solution where we don’t have a “one size fits all” approach.
Support: Our deployment and setup of the application is rapid, we provide personalized support through dedicated technical and sales contacts and we guarantee response times for support related issues. Plus our support is included for free!
Complete Control: Our competition in many cases provides limited access to the administration section of the application. Each time their clients want to make a change to the system configuration and/or Master Data, they have to create a paid support ticket request, which sometimes can take a long time before there is a satisfactory resolution. We give our clients complete control of the system. Our training helps them get comfortable with our easy to use the system and they can thus make such changes themselves.
Single Easy-to-Use & Powerful App: We have one app that includes all the features which our competition offers via multiple apps available on the app store – some of these apps in some cases are billed as “Add-ons”
Training: Customized Administration and User training are delivered online. The training videos are recorded and available within the help section of the application for employees to view at a later point in time.
More Economical: Gorilla Expense is more economical than our competitors, considering our included outstanding free support! Contact us to learn more about how we constantly beat our competitor’s prices!
Super cool integrations: Gorilla Expense offers automated integration with several accounting systems like Microsoft Dynamics Great Plains, Microsoft Dynamics Navision, Microsoft Dynamics SL, Microsoft Dynamics 365, Sage X3, 300 and Sage 300 CRE. Our competition provides these integrations as add-ons via third-party app developers.
We also integrate with several 3rd party systems like various payroll systems (like ADP), document management systems (like PaperSave), file management systems (like DropBox, Microsoft One Drive), currency rate databases as well as HCP (Health Care Provider) databases and Single Sign-On / Identity providers (like Active Directory (via ADFS), Azure AD and Okta or any SAML 2.0 based systems)
Other super cool features: For a list of some of our product features click here
Can we license it and deploy on our server instead of the pay-as-you-go subscription model?
Yes. Gorilla Expense offers both models – SaaS and On-Premise Licensing. In the On-premise licensing model, your company can license the software from us and own it outright. We will deploy the solution on your servers.
What languages does Gorilla Expense support?
Currently, Gorilla Expense supports the solution in English.
What kind of support & training is offered by Gorilla Expense to our users?
Gorilla Expense offers support & training in multiple formats, per the convenience of the customer –
* Training: Training webinars for your users & admins, product manuals, video tutorials
* Support: FAQs, online support through dedicated contacts, technical guides and video tutorials
Automated expense reporting is new to us. Do you offer best practice guidance or share what your current customers are doing for T&E?
Absolutely! Gorilla Expense will be happy to work with you to understand your current T&E challenges and propose solutions. We bring not just our team’s experience in this space but also ideas and approaches that have worked for our customers who have faced similar issues.
What is the typical customer size you serve?
The segmentation of Gorilla Expense’s typical customer size can be broken into:
* Small to Medium businesses that have 20-500 users submitting expense reports with integration to mid-market ERP/Accounting systems.
* Medium to large businesses that have 500-10,000 users submitting expense reports with integration to enterprise ERP/Accounting systems.
Our current customers come from various industries and are located all around the world.
What mobile platforms do you support?
Gorilla Expense supports the Android and iOS (iPhone & iPad) platforms for our mobile apps.
The mobile app looks interesting. What happens if there is no Wi-Fi or cellular service?
The Gorilla Expense mobile app works Offline. This means that the user can still create expenses with receipts even when there is no Wi-Fi or cellular service. Of course, to submit the expenses, connectivity is needed.
Can I enter all the expense related information on the mobile app before submitting it?
Yes. Expenses created on the mobile app include the attached receipt, expense type (which is tied to the GL code), date, currency, amount, VAT/GST (if enabled), vendor, pay method, comments, project number, other co-workers and other details. With this, expenses submitted from the mobile app are complete and ready to be ‘pulled into’ an expense report.
It would be great for our employees to see their corporate credit card expenses on the mobile app. Is this feature available with Gorilla Expense?
Absolutely! (And it is one of the several ways were differentiate from our competitors) Once the corporate credit card transactions are available, the user can go to the ‘Bank’ tab on the mobile app and refresh it. Here the user will see the latest corporate credit card expenses that are pertinent to them. The user can then attach a receipt to it and submit it in just a few clicks!
With multi-currency, how is the exchange rate conversion handled within the application?
There are two different formats to handle exchange rate conversion within the application – Static & Dynamic.
In the static format, the exchange rate field is open and the user can type in the value when the currency is changed.
In the dynamic format, the admin of the application can upload exchange rates for all currencies in the application on a periodic basis. The exchange rates are automatically populated into the field when the user changes the currency. We can also import currency rates from 3rd party sites.
How does the manager approval process work?
Gorilla Expense offers two kinds of Manager Approval Workflows –
a) Manager approval by Simple hierarchy – Here, employee submits an expense report to Manager1 and after Manager1 has approved, it goes to Manager2.
b) Manager approval by Amount – Here, if the expense report amount is below a certain defined threshold, then only Manager1 has to approve and the report is considered to be done. If the report is greater than the same value, then after Manager1 has approved, the report is sent to Manager2 (or subsequent managers) for approval. The amount threshold is defined in the user’s profile and can be set differently for users.
How are the users updated by the system on the status of an expense report?
When an expense report is submitted, the approving manager receives an email. This email provides the key details of the expense report along with a URL for the manager to click and take action. Similarly, when the expense report is approved or rejected, the submitting user receives an email with the status of the expense report.
What is the Audit Trail functionality?
The audit trail functionality captures all changes made to an expense report – both at the header and transaction level. The change made include a date and time stamp for full visibility. The objective of this feature is to identify, tackle and deter potential frauds.
We bill our clients and have to send the expense report with receipts as part of the invoice. This is a very painful process. How does Gorilla Expense manage this?
Within the application, the user can run the ‘PDF Preview’ function. This will generate a PDF of the expense report with a summary of all transactions followed by the receipts (one receipt shown on each page for clarity). Our customers use this PDF as an invoice to bill back their customers.
What receipt formats can I attach in the application?
The following formats are supported – JPG, PDF, PNG. Additional formats can be enabled if needed.
How can we import corporate card transactions into the system?
We have 2 approaches for importing corporate credit card statements based on your corporate card program:
1) 100% automated import: In this approach, the credit card company will provide a statement to Gorilla Expense on a periodic basis (typically daily) and Gorilla Expense will automatically import the statement and make transactions available to the respective users. There is no manual intervention needed. Further, using our Bank Mapping algorithm, the transactions will be ‘automagically’ completed for the user. So, the user simply needs to attach a receipt and submit the expense. We make it that easy!
2) Semi-automated import: In this approach, using the Gorilla Expense Integration App, the admin can import the CSV corporate card feed provided by the credit card company into the system. The application will correlate respective expenses to the users. Our Bank Mapping algorithm will still complete the expense for the user and only receipts need to be attached.
What credit card service providers are supported by Gorilla Expense
Gorilla Expense supports the major service providers, namely – American Express, VISA and MasterCard. Each of the service providers supplies a specific corporate credit card feed format. Gorilla Expense supports all the major formats.
It appears that you utilize a proprietary utility to perform the accounting integration. Is that included as part of the solution package?
Yes. Gorilla Expense provides the Gorilla Expense Integration App as part of the solution package.
What pricing models do you offer?
Pricing is based on delivery option selected. We have 2 delivery options:
Option 1 – Subscription (SaaS). In this option, there are 2 models:
A) Pay per user per month and do unlimited expense reports. – OR –
B) Pay for a bucket of expense reports that are valid for a year and setup unlimited users. The buckets are available in various sizes.
Option 2 – On-Premise Licensing
In this option, the customer can license the software and own it outright. Pricing is based on number of seats purchased.
Is the price per user per month for the total amount of users set up in the system or does it represent a charge for active users per month?
The price per user per month is for named users setup in the application.
We have 100 T&E users in our company but only 30 users submit expenses frequently. We process approximately 45 reports per month. Which model do we pick?
Since several of your users are infrequent, the most practical and economical model would be the bucket of expense reports. The bucket is valid for 1 year. We have a bucket of 500 expense reports that will match your needs.
If you use all the reports before the end of the year, you can either refill the bucket with smaller sizes or renew a new subscription at that time. This is a 100% pay-as-you-consume model and unlike our competition, we WILL NOT penalize you with an outrageous per report price if you exceed the 500 expense reports before the end of the subscription year.
What is included in application setup?
During the standard application setup, we set up the users, expense types, pay methods, report types, customers & project numbers and other parameters in the system. We also setup the Gorilla Expense Integration App to connect with the customer’s accounting system, if applicable. Once all of this is complete, we will test the application from end-to-end to make sure everything is working as expected before Go Live with the customer.
How long does the setup process typically take?
The standard setup typically takes no more than 16 hours to complete on our end, assuming all the required information is made available to us. In terms of calendar time, this could take anywhere from 1 to 3 weeks.
Who do you typically work with on the customer’s end during the setup?
Typically it is Accounting/AP/Finance. The IT team on the customer’s end is also part of the discussion in some cases.
Why Customers Love Our Solution
Electronic Receipts - submit receipts from your mobile device or computer
Online Expense Reporting - 100% secure online solution
Mobile Apps - compatibility with Android and iOS
Integration with ERP - innovative integration with various ERP, Accounting and Financial systems
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Sales Inquiries: firstname.lastname@example.org
General Questions: email@example.com
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