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  Freedm - Expense and Business Productivity Suite

Freedm: Your Expense Management Partner

A comprehensive Expense and Business Productivity Suite designed to meet the specific needs of businesses, enabling them to reduce Administrative Costs, Track and Minimize Wasteful Spend, and Focus on their CORE Missions.

The Problem We Solve

Common Pain Points in Team Management:

Time and Effort Analysis:

  • Is travel time exceeding actual meeting time?
  • Is your team meeting the right segment of customers?
  • Is substantial time wasted in documentation and reimbursement claims?

Reimbursement Challenges:

  • Are your current reimbursement processes lengthy and cumbersome?
  • Does every transaction adhere to budget guidelines?
  • Is budget tracking a burden to your accounts department?
  • Do you have comprehensive advance and adjustment management?

Industry Statistics:

  • The typical reimbursement process takes approximately 15 days
  • 23% of companies have no reimbursement tool in place
  • 42% of companies rely on scanned receipts and spreadsheets for expense management


Why Choose Freedm?

Key Benefits:

Automation & Speed

  • Automates the complete expense chain from requisition through manager approvals to reimbursements
  • Makes Spend-to-Reimbursement cycles significantly faster

Visibility & Control

  • High process visibility across all stakeholders
  • Enhanced finance and management control
  • Comprehensive governance and compliance framework

Employee Experience

  • Relieves employee stress to a greater extent
  • Mobile-first approach for fast and easy approvals
  • Simplified documentation process


How Freedm Works

5-Step Process:

1. Smart Requisition System

  • Every budgeted expense begins with a requisition
  • Customized workflows aligned with your business processes
  • 8-level approval matrix for maximum control

2. Policy-Driven Travel & Expense Management

  • Automated enforcement of travel and expense policies
  • Real-time policy validation at requisition stage

3. Comprehensive Expense Coverage

  • Local and outstation travel expenses
  • Administrative expenses
  • Miscellaneous expenses
  • Advance management and adjustments

4. Dynamic Controls & Analytics

  • Real-time dashboards and charts
  • Data-driven insights for informed decision-making
  • Detailed expense reporting and analytics

5. Project Management Integration

  • Comprehensive project and contracts management
  • Expense tracking at project level
  • Helps management increase notional profits


Core Features

Expense Management

Complete field productivity, OPEX and CAPEX management, and travel management solution

Local Travel Management

Streamlined Process:

  • Start Trip: Begin tracking when leaving for daily meetings
  • Auto Calculation: Reimbursement amounts calculated automatically based on travel policies and actual distance
  • Automatic Export: Trips exported to reimbursement requests periodically
  • Expense Upload: Upload bills for cab, food, client entertainment directly via mobile app
  • Dynamic Workflow: Additional expenses processed through management-defined workflows
  • Comprehensive Reporting: Each trip contributes to dashboards and analytics

Outstation Travel Management

End-to-End Process:

  • Pre-Travel Approval: Comprehensive itinerary with policy controls at requisition stage
  • Multi-Level Approval: Accounts verification and authority approvals via mobile/web app
  • Travel Desk Integration: Approved bookings handled by travel desk with advance release
  • Expense Documentation: Food, entertainment, and other expenses with bill attachments
  • Workflow Processing: Additional expenses managed through customized workflows
  • Complete Tracking: All travel data feeds into dashboards and reports

Contract Management

Solve practical challenges with deep understanding of contract lifecycle from initiation to closeout.

Three Contract Types:

Supply/Material Contracts

  • Complete lifecycle management from creation to closeout
  • Track material receipts, payments, shipping, invoicing, and rentals


Service Contracts

  • Monitor contracts for administrative purposes
  • Track service contract status, renewals, expiries, milestones
  • Manage counterparties, workflows, and tasks

Contract Performance Management

  • Standardized processes with workflows, tasks, and reminders
  • Notifications for contract renewals, obligations, and milestones
  • Decision-making support for crucial contract events

Compliance and Governance

Compliance Categories:

  • Legal Compliances
  • Financial Compliances
  • Taxation Compliances

Risk-Based Classification:

  • High Risk (RED): Contraventions that may result in imprisonment
  • Moderate Risk (ORANGE): No definite penalty but potential reputational loss, litigation, or additional reporting
  • Low Risk (GREEN): Monetary penalties only

Revenue Projects Management

  • Comprehensive project tracking and management
  • Integration with expense and contract systems

Time Sheets

  • Employee productivity and chargeability tracking
  • Project-wise time allocation
  • Resource utilization analytics


Multi-Location Operations

Enterprise-Ready Features:

  • Multi-office/multi-location operations support
  • Multi-level approval workflows
  • Centralized controls across distributed teams
  • Complete transparency and visibility for all stakeholders

Mobile-First Approach:

  • All reimbursement requests and approvals via mobile app
  • Fast and easy on-the-go processing
  • Real-time updates and notifications


Business Intelligence & Analytics

Track, Automate, Analyze, Integrate

Comprehensive Reporting:

  • Automated reports for individuals, branches, and business units
  • Time spent analysis and customer touch time metrics
  • Ready data points for review and course correction

Field Force Analytics:

  • Time spent analysis for sales and service staff
  • Travel time tracking for each meeting
  • Trip-wise analysis and optimization

Achieving Sustainable Growth:

  • Reduce time wasted in documentation
  • Automate local travel expenses through trip management
  • Data-driven insights for continuous improvement


CFO's Dashboard

Budget Management

Budget Control Features:

  • Activity-wise budget mapping
  • Track expenses by activity, budget head, individuals, and branch offices
  • Define custom categories for budget spend tracking
  • Real-time expense tracking against budgets

Solve Critical CFO Challenges:

  • Maximize revenue while minimizing costs
  • Simplify confusing and error-prone claim processes
  • Prevent incorrect fund releases that impact bottom line
  • Eliminate productivity loss from manual claim management

Comprehensive Analytics:

  • Budget allocation and consumption tracking
  • Resource time allocation and spend analysis
  • Travel expense analytics
  • Contract payment management
  • Detailed expense reporting across all dimensions

Executive Dashboard

A comprehensive dashboard designed specifically for CFOs and higher management, providing:

  • Real-time visibility into all expenses
  • Budget vs. actual comparisons
  • Trend analysis and predictive insights
  • Department and project-wise breakdowns


Authorization & Workflow

Streamlined Approval Process:

  • Customizable approval matrix (up to 8 levels)
  • Role-based access and approvals
  • Automated routing based on expense type and amount
  • Mobile and web-based approval capabilities

System Architecture:

  • Central Masters for organization-wide settings
  • Branch Masters for location-specific configurations
  • User Dashboards for personalized views
  • Comprehensive requisition management
  • Integrated budgeting system


Key Differentiators

Complete Transparency

Full visibility across all stakeholders - from employees to management to finance teams

Policy Enforcement

Automated travel and expense policy compliance at every stage

Audit Trail

Complete documentation and tracking for compliance and auditing

Integration Ready

Seamlessly integrates with existing financial and business systems

Scalable Solution

Grows with your business from startup to enterprise

Call to Action

Ready to transform your expense management?

Schedule a demo today and discover how Freedm can help your organization reduce administrative costs, minimize wasteful spend, and focus on your core mission.

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