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Size: Small Industry: Technology Applications: Sage 50

EYC case study

EYC provides analytical insight and web-based solutions for the retail industry based on customer loyalty card databases. Frontline retail managers use EYC’s customer insights every day to help them make customer-driven decisions on assortment, pricing, promotion, store layout, store services and supply chain.

Challenges faced with expense management

EYC has 35 staff in the UK and Europe, and 18 in the US. Its travel spend is around £20,000 per month, mainly on air travel between the UK and US.

EYC were constrained by a paper-based expense system and began the search for a solution in late 2006.

“We’re a high-tech company so we needed something other than paper,”

said Financial Director, Alexander Dobinson,

“Claims sit in in-boxes and don’t get done, whereas, with online, it’s quicker. It’s easy for staff to submit a claim and you can see where everything goes and how each claim is progressing.”

How webexpenses helped

The implementation was painless, except for one glitch. EYC runs four different credit cards in different currencies, but EYC’s bank was unable to provide an upload file with all the transactional data from the company’s four credit cards on it. Instead, EYC created its own uplink with the data based on a template file webexpenses provided. “It took a couple of weeks to get it up and running,” said Alexandra. “The interface with EYC’s back office system, Sage, worked seamlessly.”

Alexandra promoted the software internally as a time saving benefit to staff. “This system brings expenses back to the user. I sold it to staff on the basis that they can do their expenses quicker and that we would pay expenses more frequently than once a month.”

The Payback

EYC’s expense claims now require a third of the effort.

Our Accounts Team is still the same size but they now have time to do other things and can add more value instead, and that was a key reason for doing it. We’ve got rid of an overburdened paper-based system. We’ve basically re-deployed resource and added value to the organisation.