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Specialty Foods (Online and Retail Stores)

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Revenue: $50-$100 M

Employees: 501-1,000

Locations: 30 and growing; Worldwide

Challenges: As a fast growing specialty foods company with both online and retail outlets, this company needed to automate its expense reporting processes. Everything was being managed manually with the 30 or so traveling employees submitting expense reports on a monthly basis. Information would be typed into an Excel spreadsheet and receipts taped to paper and hand carried, faxed or mailed to approvers.

The company had a preferred online booking system in place, and was looking to fully automate the whole travel expense management process. Plus, management was getting complaints from their sales reps about having to do their expense reports manually, making their jobs harder.

Technical Needs: This company was looking for a system that would integrate credit card charges from both corporate and personal credit cards. They also wanted integration with the payroll system to reimburse employees. Travelers mostly submitted mileage and entertainment on reports, but as the company expands into international markets, travel requirements would be expanding and the need for multicurrency expense reporting was becoming an issue.

ExpenseWatch Solution: The company implemented ExpenseWatch Expense Reports to round out its travel expense management solution. Drawn to company motto, “Spend with Confidence,” the company quickly realized the benefits of aligning with the ExpenseWatch team.

As the ExpenseWatch Customer Satisfaction Engineer supported the implementation process, the company asked if receipt scanning capabilities could be added to the system. As it turned out, this was a feature that was already being developed to add into the expense system. The company quickly saw how responsive ExpenseWatch could be and was impressed by how quickly the new scanning capabilities were added to the system.

It also uses the reports built into the ExpenseWatch system, especially the budget vs. actual report that allows the company to see how an expense report impacts departmental and company budgets.

The entire expense reporting process is streamlined with employees easily creating expense reports and routing them for approval online. The ability to integrate both corporate and personal credit card charges allows employees to drag and drop charges onto reports which automatically fills in most of the required expense line information. Receipt scanning is another feature that speeds up expense report creation and multicurrency capabilities make it easy to submit international expenses as well.

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Corporate Headquarters

620 W. Germantown Pike
Suite 220
Plymouth Meeting, PA 19462
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