“Webexpenses has dramatically improved the way we manage expense reimbursements for our employees. Claims are now processed within 24-hours of approval and paid within a few days. Meanwhile, Accounts Payable is no longer bogged down by double handling and manual entry all of which has resulted in much happier staff.”
Tracey Tucker, Financial Director for Gamma Solutions
Challenges faced with expense management
Head Office is located in Mulgrave, Victoria, Australia and employs a team of 28 to manage and support its sales, service, administration and warehousing functions. Specialising in information technology hardware and software, Gamma Solutions designs systems ranging from programs of a simplistic nature aimed at basic barcode readers, to more advanced technology such as wireless applications. Its main market consists of mobile computing, data collection and wireless infrastructure implementations in the Transport & Logistics, Field Service, Warehousing and Distribution sectors.
Gamma Solutions surveys, designs and supplies components and fully maintains all aspects of data collection requirements.
Expenses software for time-pressed engineers
The company’s engineers are constantly out and about at customer sites performing tasks such as site surveys, wireless installations, health checks on wireless infrastructures and GPRS/GPS checks on mobility and tablet devices.
Working predominantly out of the office, it was a constant challenge for these engineers to claim expenses. Moreover when they finally did find the time to submit their claims, a huge workload would then be placed on Accounts Payable to manually enter each claim and try to process them all quickly and efficiently.
How Webexpenses helped
On selecting their expense management solution, Tucker said:
We spent time investigating products available to automate the process, focusing on the need to enable the engineers to submit their claims remotely whilst reducing manual handling and entry to essentially alleviate double handling.
Webexpenses provided Gamma Solutions with answers to both these problems. Its engineers now log in remotely from anywhere they have internet connection and submit their claim for approval. Using the integration software available within the package supplied by Webexpenses, a system has been set up enabling Accounts Payable to upload all claims into its MYOB software, removing the need for manual entry.