Clear and proactive communication is a key part of effective expense management. Expenses often involve multiple people, moving deadlines, and missing information, making regular communication essential.

Best practice includes responding promptly to expense-related requests and keeping stakeholders informed of progress. Regular check-ins help surface missing receipts or unclear expenses before submission deadlines.

Useful communication habits include:

• Checking in with clients every 1–2 days when expenses are active
• Scheduling monthly calls to review outstanding receipts or queries
• Including a short expenses update in weekly wrap-up emails
• Flagging issues early, such as missing receipts or unclear transactions

SmartPA communication standard

SmartPAs should respond to expense‑related queries within the client’s agreed service level (SLA) or response timeframe. When you cannot complete an expense task due to missing receipts or information, “good” communication means:

• Acknowledging the request promptly
• Clearly listing what information or documentation is needed
• Confirming the next follow‑up time or action

Even when progress is temporarily blocked, timely acknowledgment and clarity help maintain trust and momentum.

Consistent communication reduces last‑minute pressure and avoids repeated follow‑ups for the same information. A reliable communication cadence keeps expense processes on track and ensures clients feel informed, supported, and confident that their expenses are being handled professionally.