Expense Reimbursement and Invoice Management Solutions

The Vendor is required to provide information regarding currently-available solutions that could help streamline the processing of employee expense reimbursement and invoice payment management through a single, comprehensive cloud-based software system/solution (the “System”) that offers:
• End-to-end travel and expense reimbursement workflows, including approvals, policy enforcement, and integration with corporate card systems which require minimal manual intervention to perform the majority of functions.
• Automated invoice management and reconciliation processes, with support for invoice matching, duplicate detection, and audit trails.
• Integration capabilities with the city’s existing financial systems, particularly sap s/4hana and bmo Spend Dynamics for corporate credit cards, as well as any related platforms.
• Enhanced reporting, analytics, and configurable dashboards to support operational insights and financial transparency.
- Approximate Volumes
- The City’s approximate data volumes are as follows:
• Expenses:
1. Number of employees: 2,000 employees
2. Number of out-of-pocket reimbursements submitted per month: 185
3. Number of corporate credit cards: 350
4. Number of corporate credit card submissions per month: 950
• Invoices:
1. Number of purchase order invoices processed per month: 2,100
2. Number of non-purchase order invoices processed per month: 360
- The management and reconciliation of invoices from customers and vendors are also handled through different manual processes that require significant staff time to match invoices with purchase orders, validate supporting documentation, and ensure timely payments.
- Currently uses SAP as its Enterprise Resource and Planning (“ERP”) system, which includes Accounts Payables and Human Resources and Payroll functions. 
- Microsoft 365 Exchange Online is used by all employees to manage inbound and outbound email.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: July 15, 2025