Expenses Solutions for Small Organisations

Company profile

KGB Cleaning & Support Services Ltd was formed in 1994 and has become an established name in contract cleaning. The business was started by Kevan and Gina Brown and is still a family-run company today. KGB specialises in commercial cleaning on a nationwide scale.

Over 2,500 staff are employed nationally, either on a part or full time basis in accordance with operational need. This workforce is engaged across many sectors, from business workplace and industrial premises to retail outlets and shopping centres, transport infrastructure, nursery to higher education, hotels and leisure as well as local authority and central government buildings and numerous public facilities like town halls, libraries, art galleries, museums and exhibition centres.

Expenses software for remote-working managers

A 30-strong management team at KGB spends a lot of time out of the office either at client meetings or making on-site visits across the UK. On a monthly basis this team would regularly incur expenses such as mobile phone usage, mileage, site subsistence and client entertainment.

Processing expenses was very time-consuming and lengthy. Previously, claimants filled in an Excel sheet which had to be manually inputted to Sage. Each claim also had to be approved and then signed off, involving two separate members of staff to provide authorisation.

Because these individuals weren’t always in the office, due to their own busy work schedules covering a wide area of the country, approval of expenses could become delayed thereby slowing down the whole process still further.

How WebExpenses works for KGB Cleaning

As a Sage Line 50 user, KGB found that WebExpenses (a Software-as-a-Service solution) was designed to work easily together.  Once implemented, the new expenses system was fully accessible online and managers no longer needed to be in the office to authorise claims. Moreover, instead of manually inputting the figures, WebExpenses created a new Sage interface so that the task of sending data to Line 50 now only takes seconds to complete.

The WebExpenses system, which we have implemented at KGB Cleaning, has streamlined the whole expenses process, making it far more easy and time-efficient. Negating the need for manual data entry has saved me at least 6 hours a month as well as freeing up more time for our managers, who can now approve claims remotely.