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looking for expense reporting solution for a multi-national medium sized business

Lee Qiu's Profile

NYC office has about 80 employees, London about 60, Tokyo and Hongkong about 15 each; the other 5 offices all have less than 5 employees.

keen to have a global solution to increase expense visibility and implement strong expense controls;

so far looked at Concur (too small for them), ExpenseWire (not a global platform), and other two tier 2 vendors.

any suggestions on vendors and advice will be appreicated...

 

Answers

Len Green
Title: Performance Improvement Consultant and E..
Company: Haygarth Consulting LLC
LinkedIn Profile
(Performance Improvement Consultant and ERP Strategist, Haygarth Consulting LLC) |

Lee:
What add-on modules does your existing accounting software provider offer?
Seeing as your company is in many different countries, where local tax laws may influence what you need to choose locally, ask your local controllers for input on what works well in each country and whether they can deploy a common solution. You may have to reconcile your corporate policy/goals with local laws.
Are you aiming to implement controls at approval stage or after the event by reporting and analyzing? Who/where are expenses approved?

Dean Schwartz
Title: Manager, FP&A
Company: Beacon Power
(Manager, FP&A, Beacon Power) |

I've implemented Expensable at 2 med device firms with a user base of about 60 to 70 reps. I've never used it globally, but it does have FX functionality.

I found the user interface to be very intuitive. Never had any significant complaints from the reps. Controls are robust in that there are a number of business rules that allow you to signal a warning, or perform a hard stop on user input for out of scope expenses.

Process flows also worked well from document transmission to the review cycle. System was administered in acctg group. We transferred reimbursement data to ADP for direct deposit into Ee's accounts. Was paperless on the corporate end, with the reps tasked for saving hard copy receipts.

Hope this helps -

Dean Schwartz

Lee Qiu
Title: Internal Audit
Company: Charter School Network
(Internal Audit, Charter School Network) |

we are using netsuite as our core accting package. it has single sign-on with Concur, which is out of running with us.

checked out expensable. seems to be quite comparable with the other two vendors we looked at. not sure it's a global multi-currency system though.

Elaine Sivey
Title: controller
Company: rainier investment management inc
(controller, rainier investment management inc) |

and we have been relatively happy with it. Using travel, expense & invoice. They do handle multinational and multicurrency. You may not be talking to the right rep, if they indicated you were too small

John Krebsbach
Title: Co-Founder
Company: Relify
(Co-Founder, Relify) |

Elaine - I'm interested in Concur, but last I spoke to them, the pricing was $7/expense report. Can you comment at all on how your pricing works with them? My issue is that I have some low dollar amount expense reports from employees for things like parking where I'd be underwater on paying per expense report. On the other hand, it'd be a fantastic solution for my heavy travelers. Trying to gain some insight on the product from someone who's using it. Thanks!

-John

Donald Marikovics
Title: VP Marketing
Company: MyInHouseTravel.com, Inc.
(VP Marketing, MyInHouseTravel.com, Inc.) |

We have clients who use any number of assorted tracking software together with our T&E expense reduction service. Depending on the complexity of your needs sometimes a simple spreadsheet showing each trip's expense by traveler, department and/or division is all that is required and we provide that for free.

Jim Burtt
Title: Director Global Financial Systems & Proc..
Company: formerly at Guidewire Software, Inc.
(Director Global Financial Systems & Processes, formerly at Guidewire Software, Inc.) |

Before comparing vendor offerings, it is important to understand your requirements and be honest about your priorities for each. Expense reporting can get quite complex:

• In addition to multi-currency, going international can mean VAT reclaim.
• Do you have Professional Services whose expenses are rebilled to customers? That’s an entirely different ballgame.
• Do you need an on-line travel bookings system? If so, you ought consider ones that come integrated with the expense report app.
• How are you going to reimburse? Payroll apps are balkanized by country. Do you want one remitter WW like Travelex?
• You may want to consider which expense reporting apps are integrated with your ERP system so you save yourself the pain of integration.
• Can credit cards be fed into expense reports, saving a lot of data entry?
• How can your T&E policies be enforced by the tool?
• Which functions of the app work on smart phones, etc.?

Full disclosure: I implemented Concur, and these were some of my requirements. If you have a bona fide requirement but are concerned about the price, assess the impact on your people in the field and make an ROI decision.

Mark Stokes
Title: CFO
Company: Private
(CFO, Private) |

We use Expensify with our distributed organization and it's been very good (and cheap, which I also like).

Lillian Roeder
Title: Manager, Global Finance
Company: Sutherland Global
(Manager, Global Finance, Sutherland Global ) |

Lee,
has your search been successfull? A possible solution; BPaaS (Business Process as a Service, a mix of BPO, SaaS and Cloud concepts) This might be the way to go, especially since you are considered too small for Concur. . BpaaS delivers business process services on a pay-as-you-go basis by accessing a shared set of resources (people, application and infrastructure.)

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