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The Adecco Group is the world’s leading provider of HR solutions. The group has approximately 33,000 employees and over 5,500 branches, in over 60 countries and territories around the world, offering a wide variety of services, such as temporary staffing, permanent placement, career transition, talent development and workforce management solutions, and connecting over 750,000 associates with well over 100,000 clients every day.

“I cannot stress how much better webexpenses has been than our old paper based system. The management information now available to us is substantial, everything is there! And from a staff perspective, it has made things much quicker and easier.”

Michele Whitehead, Head of Payroll at Adecco

Challenges faced with expense management

When the Adecco Group brought the Spring Group in the summer of 2009, the company had been successfully using webexpenses solution throughout their regional offices for a number of years whilst Adecco were still managing a traditional paper-based expense management system across their UK offices.

Controlling expenses and increasing efficiencies across the organisation

The finance department at Adecco had been processing around 300 claims per week and were experiencing ongoing issues with their paper-based expense management system, such as lost receipts, problems reclaiming VAT and limited audit trails. They saw the efficiency and transparency benefits of the webexpenses system Spring had in place straight away and almost immediately began to make plans to implement across the entire group.

How webexpenses helped

Following a rapid and problem-free implementation, the experience of webexpenses has been very positive.

In addition to the efficiencies that have been achieved, Michele was pleased by how easily the technology was rolled out across the group and how simple the technology is to use.

“The technology enabled us to easily merge with our other offices and brands and gives us visibility of all offices whilst enabling us to break down information by individual brands within the group. Unlike many IT systems, where the first insight is often a daunting experience, the webexpenses solution was really simple to use and the support offered to us was great.”

Benefits at the coalface

The benefits are also considerable for the finance team and overseeing the processing of expenses.

“For the accounts staff it’s the best thing to happen, before they were processing around 1,400 claims per month, in the Adecco Group alone. Now the company has merged with three companies and incorporated over 600 new staff, with no additional resources in the team – there’s no question that it is labour saving!

The issues we were experiencing before have gone, everything is electronic so receipts are no longer lost in transit, we no longer have issues reclaiming tax and with everything saved in the cloud, there is strong audit trail.

The processing of expense reports is a quicker, slicker process, as is dealing with queries and approval limits. There is much less checking and chasing and entry to completion time has greatly decreased. Claims are easier to read and approve or reject for managers, whilst revisiting and amending claims is easier for staff.

Policy reminders, mileage verification and currency converters meanwhile work together to reduce the admin required by staff making claims, minimising scope for mistakes and ensuring accuracy.”

Michele Whitehead, Head of Payroll at Adecco

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