IVP EXPENSE MANAGER
Expense Allocation Simplified
Automate expense allocation with flexible, customizable rules that can be
applied consistently to improve accuracy and regulatory compliance
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.
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.
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.
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.
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.
FOUR CRITICAL BENEFITS
ACCURACY
- Consistent, repeatable invoice capture and allocation
- Flexibility to accommodate new allocation and reallocation rules
- Promotes detection and correction of discrepancies
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
TRANSPARENCY
- Investor disclosures for pass-through expenses
- Dead-deal expense tracking
- Assurance that allocations align with agreements
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
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
A Move Toward Automation
Six key factors to keep in mind when selecting an expense allocation solution
ACCURATE, DEFENSIBLE AND TRANSPARENT EXPENSE ALLOCATION FOR PRIVATE FUND
Automate expense allocation and ensure compliance to fund expense policies.
HAVE TO ALLOCATE EXPENSES AND REALLOCATE LATER? YOU’RE NOT ALONE.
Here’s how to design a better process
STREAMLINE EXPENSE ALLOCATION PROCESSES: RISKS AND REMEDIES
How to achieve straight-through processing in expense allocation
