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Size: Large Industry: Supply Chain Applications: Sage

Procure4 (UK) case study

Procure4 is a team of supply chain management specialists working across Europe, USA and UAE to deliver cost base reduction and performance enhancement across organisations in the public and private sectors.

Procure4 helps companies across a wide range of commercial sectors including fast moving consumer goods (FMCG), hospitality & leisure, hotels, property and retail as well as public sector organisations.

“It used to take me at least a day to consolidate, analyse and process all the expenses claims for the company but now, using webexpenses, it only takes me a couple of hours. I can quickly ensure all the details are correct when I submit the claims to our Financial Controller before passing for payment. I already know that everything is correct so I can give my final approval with confidence.

“It’s so easy to administer too. I have had experience of other expense systems that are far less intuitive or easy to learn and use.”

Laura Mills, Business Analyst for Procure4 (UK)

Challenges faced with expense management

The UK division of Procure4 was formed in 2001 and over the last decade its staff has grown to approximately 40 people. The company has been using the webexpenses system for the last three years, during which time the number of staff has doubled, and its reliance on the software has increased heavily as a consequence.

Procure4’s team of business analysts and consultants incur expenses such as travel, accommodation and corporate entertainment in addition to the generic costs of running a busy office. Previously, a simple spreadsheet system had been in place requiring manual data entry where every individual expense claim had to be typed into Sage.

“It was very time-consuming,”

admits Laura Mills, Business Analyst, Procure4 (UK)

“…and as we increased in size, the administration of such a system was becoming more prohibiting. We couldn’t do it all on a spreadsheet anymore. It was also very cumbersome and laborious for the end-users, they felt they could make better use of their time.”

How webexpenses helped

Using webexpenses now makes submitting a claim quick and simple. There is an easier layout to navigate and is fully accessible online. Members of staff can now manage their expense claims (and the time spent doing them) more efficiently. They no longer need to process their claim all in one go but can revisit it and amend it several times until it is complete and ready to submit.

Consultants like the SMS function of the system, as it enables them to text expenses details using their mobile ‘phone. This facility gives them greater working flexibility, allowing them to process their claim wherever they are, without the need for connection to a pc or laptop.