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Industry: Environmental

Revenue: $50 – $100 M

Employees: 101 – 500

Locations: United States, Canada, Australia, Chine, United Kingdom, Belgium, France, Poland

Challenges: This environmental water company knew the benefits of an automated expense reporting system. It had implemented a solution and for two years tried to make it work for the organization.

It was not being adopted by the employees in the organization. After two years, only 20 of the approximately 100 potential expense report submitters were using the system. The rest opted to continue using the manual processes in place prior to this solution being introduced. Submitters complained of extensive pop-up windows and reported that it just wasn’t easy enough to use. The accounting team couldn’t get the support it needed and found the supplier non-responsive to feature requests. The company finally decided enough is enough and opted to find a new online expense reporting supplier.

Technical Needs: The company needed the new system to integrate with its enterprise resource planning system. Because employees use personal credit cards for travel expenses, the system has to integrate these charge downloads from these cards. A robust approval processes needed to be replicated in the online system and the reporting had to be top notch to provide visibility into expense spending for the company’s upper management.

ExpenseWatch Solution: This company chose ExpenseWatch over several other vendors because the selection team saw that it could meet all of the organization’s product requirements, the price was right, the interface was nice and was easy-to-use, and the implementation time was within reason providing the opportunity for a quick return on investment.

The credit card downloads are simple and help to speed expense report creation for submitters. Uploaded credit card charges appear in the system, and submitters drag and drop the appropriate charges onto their reports, fill in any missing company-required attributes, such as how many people are at a business meal, attach a receipt, save the line and move onto the next item. Any personal charges uploaded to the system are not visible to anyone but the submitter, and can be easily deleted from the system if not needed for an expense report.

The reporting provided with the system offers clear visibility into spending. An added feature is the ability to upload budget data into the system and report on actual spending versus budgets.

ExpenseWatch continues to meet the needs of this company and has been helping the organization manage it expense reporting processes for more than seven years.

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