IVP EXPENSE MANAGER

Expense Allocation Simplified

Automate expense allocation with flexible, customizable rules that can be
applied consistently to improve accuracy and regulatory compliance

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Expense allocation is a critical process for private equity, hedge funds, pension funds and other asset managers. Typically, the middle or back office team manages invoice capture, approval, and allocation manually using spreadsheets, which can be operationally complex due to fund expense rules that differ from fund to fund. As a result, manual allocations are time-consuming, resource-intensive, and susceptible to human error—all of which raise operational risks.

IVP Expense Manager streamlines allocations, codifying complex and fund-specific rules so users can follow them automatically. It allows in-house teams to process most allocations quickly, and devote more resources to exception handling. Plus, the solution keeps a detailed audit trail of all actions for total transparency. In other words, IVP Expense Manager gives asset managers the ability to improve accuracy and efficiency, reduce the risk of errors, and ensure full compliance.

Position Reconciliation

CAPABILITIES

  • Expense Capture and Tracking
  • Expense Allocation
  • Payables Tracking
  • Expense Automation
  • Compliance Tracking
  • Vendor Payments

KEY FEATURES

FULLY CUSTOMIZABLE
WORKFLOWS

End-to-end workflows can be set up to handle custom invoice processes, including data input and soft and hard checks for approvals, to improve overall efficiency.

Expense allocation

OUT-OF-THE-BOX
CONNECTIVITY

IVP Expense Manager comes with pre-configured adapters for Concur, Workday, GP, NetSuite, and other popular platforms as well as support for file-based integration and bulk expense uploads.

AUTOMATED
ALLOCATION RULES

The solution supports complex allocation rules and methods, including those based on AUM, NAV, capital, or other metrics, to reduce the need for manual intervention and the risk of human error. Rules are template-based, so they can be set up once and used consistently. These rules also make it easy to include new funds or legal entities in the allocation process.

Expense allocation software

DETAILED
ANALYTICS

Pre-defined financial and operational dashboards make it easy to track and report value and volume of expenses. Review compliance checks, vendor analytics, and expense reviews alongside allocation visualizations for multi-layered structures.

Expense Manager

BEYOND
ALLOCATIONS

IVP Expense Manager provides comprehensive support for paying vendors or directly reimbursing management companies. It can handle intercompany invoices, reimbursement wires, allocation corrections, time tracking, and headcount-based allocations.

expense allocation private equity

FOUR CRITICAL BENEFITS

expense manager

ACCURACY

  • Consistent, repeatable invoice capture and allocation
  • Flexibility to accommodate new allocation and reallocation rules
  • Promotes detection and correction of discrepancies
expense allocation automation

COMPLIANCE

  • Ensure allocations align with fund off¬ering documents, fiduciary duty, and SEC expectations
  • Detailed, well-defined allocation policy/practices and exceptions reporting
  • Complete audit trail for auditor review
expense manager

TRANSPARENCY

  • Investor disclosures for pass-through expenses
  • Dead-deal expense tracking
  • Assurance that allocations align with agreements
Expense allocation automation

AUTOMATION

  • One-click operation, even for multi-level allocations
  • Pre-built connectivity with leading T&E and AP systems
  • Capture data with OCR to eliminate manual invoice coding
  • Automated alerts and warnings

EXPLORE THE WORKFLOW

CAPTURE

  • Pre-defined adapters capture invoices and T&E
  • Auto-capture of invoices using OCR helps save time
  • Out-of-the-box APIs integrate with related systems

APPROVE

  • Rule-based routing of expenses to approvers
  • Configurable auto-approval rules reduce workload
  • Customizable compliance rules and checks
  • Exception reporting for failed expenses
expense allocation hedge funds

ALLOCATE

  • Simple and complex rules codified in reusable templates
  • Deal structure setup and support for pass-through allocation
  • Allocations based on NAV, AUM, or committed capital
  • Timesheet hours or employee-based allocations
  • Exception case handling

PAY/REIMBURSE

  • Automated wires/SWIFT messages for approved invoices
  • Flexible workflow to either pay directly from Funds or pay from Management Company
  • Capability to pre-fund Management Company from Funds before paying the Vendors
  • Capability to reimburse Management Company from Funds after paying the Vendors

RESOURCES