Expense app for pharma field teams and medical reps
Your reps cover thirty doctors and a dozen chemists a week on two-wheelers, in headquarters and out-station towns. Let them claim mileage and daily allowance in a minute each evening, and let managers approve on the move.
Free for 3 users, for as long as you like. Works on any device.
Field claims that do not eat the weekend
A medical rep's month is mostly travel. Claiming it should not take a Sunday, and approving it should not take a regional manager's Monday.
Daily allowance on paper sheets
Reps fill a monthly sheet of HQ and out-station days, and the office checks each line against the tour plan.
Per diem by location - headquarters, out-station or metro - for each trip, with part days and meals provided worked out.
Kilometres nobody can check
Mileage is a number written at month end, and managers either sign it or argue about it.
Enter odometer readings with a photo, or the distance. The rate per vehicle applies, and a daily limit flags anything unusual.
Approvals stuck in transit
Area managers are in the field too, so claims wait until they are back at the desk.
Approve from the phone. Reports go up from area to regional manager above their limit, and reminders go out when they wait.
A pile of slips every month
Parking, courier of samples, tea for a doctor's meeting - dozens of loose slips each month.
Snap each slip as it happens, or drop a week's worth into the receipt inbox at once and make them all into expenses.
A rep's day, claimed in a minute
- Start the day
Note the odometer reading as you leave, and photograph it if your policy asks.
- Visit doctors and chemists
Snap the parking and courier slips as they happen and tag them to your territory.
- Close the day
Add the end reading for mileage and the per diem for the town you worked in.
- Month end in one tap
Put the month in one report and send it. The area manager approves, and finance pays everyone together.
Made for teams that live on the road
Mileage by vehicle
Rates for two-wheeler and car, changed from a date without touching older trips.
Per diem by place
Daily rates for headquarters, out-station and metro locations, with first and last day percents.
Area to regional approvals
Approval limits send larger reports on to the next manager up the chain.
Policy limits
The most distance a day, daily limits per category and a claim deadline, with flags for breaks.
Spend by person and region
Analytics by person, department and category, plus who is still owed money.
Payouts with a bank file
Pay every rep's approved report at once and upload one file to your bank.
Ready for the first of the month
- Set two-wheeler and car mileage rates and a daily distance limit.
- Add per diem locations for headquarters, out-station and metro towns.
- Make departments for each region and set approval limits for area managers.
- Add a "Territory" custom field and make it required.
- Ask reps to add their bank account for the monthly payout file.
Add more Ellibo apps when you need them
One account, the same customers, items and team in every app.
CRMKeep doctors and chemists as contacts with visit history. HRStaff records, leave and payroll for the field force. AccountingEvery approved claim and payout in your books.Expense for pharma field teams: FAQ
Can medical reps claim daily allowance from the app?
Yes, with per diem on the Standard plan and up. Set a daily rate for each kind of place, and reps choose the location and dates. Part days and meals provided are worked out for them.
How is two-wheeler mileage checked?
Reps enter the distance or odometer readings, and can attach a photo of the odometer. The policy can set the most distance a day, and anything above is flagged for the approver.
Can the area manager and regional manager both approve?
Yes. Send reports up the reporting chain: above the area manager's approval limit, a report goes on to the regional manager.
Can managers approve while travelling?
Yes. Approvals work on the phone, and an approver can hand approvals to a colleague while they are away.
Can we pay the whole field force at once?
Yes, with payouts on Standard. Tick the approved reports, pay them together and download a bank file for bulk payment.
Is there a free plan?
Yes, 3 users free for ever. Mileage, per diem and multi-level approval come with Standard, and you can try every feature for 14 days.
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