Scope
The scope of this project is to design, build and test a website and online Data Base where employees can create a log in and build an online travel expense report, the report can be submitted to the employees manager who can review and approve the report.

The site will have very similar to the reference site expensify(dot)com

If you are interested in bidding for this project, you must provide the information requested in the section Proposal Format – See below.
Any proposals that do not adhere to this format will not be considered.

Dashboard

Import Credit Card / Bank Details
The employee selects their bank and enters their online banking credentials and the employees bank and credit card statement are imported into their expense report.

Reports
The Employee can create a new expense report. They enterer expenses either manually or using the import feature. The expenses are then assigned to an expense report. The employee can then upload receipt images and attach these to the expenses.

Policy
The administrator can create new travel policy rules where restriction on expenses can be set eg if the expense amount is greater than $5 you must have a receipt.
The administrator can then assign a policy type to each employee.

Mobile App
Mobile App that will allow the employee to take an image of their receipts and attach them to their expense reports.

Customised Categories
The Administrator can create pre-defined expense categories, add new users to the system, assign access levels and rights to employees.

Settings

Adding new expense rules
tips / help
Assign Email Preferences
Add bank account details to receive reimbursement
Connection to other systems not in scope
Billing where the administrator can add a Credit card to pay fees and reimbursements.

Reporting
Report on the expenses created eg expenses paid, not paid, outstanding, expenses by category, by employee, expenditure per month.

Submitting Expense Reports
The employee can submit an expense report and identifies their manager who will approve the expense report. The manager reviews the claim and any policy violations are highlighted in red / yellow. You can hover over the report for pop up windows with further information.

Data Export
Need functionality to be able to export all data and images out of the online data base, in .xls , CSV format.

Testing
The System will be fully tested in all main browsers.

Proposal Format.
The proposal should cover the following key areas:

-Technical
-Financial
-Delivery

Please email your proposal to Eamon Clune at by Thursday 7th April.

Technical

The project has some unique features some of which do not appear in websites very often.

The main technical elements are:

Phase 1
1.Development of an online work flow solution, with multiple roles and levels of access – where an expense form can be passed from the originator; to the approver to the payer. The work flow solution needs to be able to route the claim to the correct person in the flow and have automatic email notifications

2.The solution need to have an invoicing feature, The invoice will be made up of 1) the monthly subscription fee based on the number of users per month. 2) the approved expense amount for each employee.

3.The system will have 2 billing/ payment features, 1)the admin enters their credit card details and the credit card is charged monthly based on the number of users that company has using the system per month. 2) each time an employees expenses are approved by their company, their company credit card is charged and is paid to the employee.

Phase 2
4.An iPhone and Android App will be required. The App will allow the employee to log in and create a new expense, take a photo of their receipt and submit this

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