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Who are Munster Rugby

Munster Rugby is a professional rugby club based in the south of Ireland and was founded in 1879. The club competes in the United Rugby Championship and the European Rugby Champions Cup, playing games in Musgrave Park and Thomond Park.

Munster Rugby ensures they are performing just as efficiently off the pitch as they are on it. To ensure this, the club chose Webexpenses as their expense management provider. 

Expense Management: Manual to and Automated Process

Before implementing Webexpenses, Munster Rugby’s expense management process relied heavily on manual tasks and paper documentation. Finance Manager, Cillian Kenny recalls the difficulties associated with manual processing, emphasising the need to manage the organisation's cash flow, ensure adherence to budgets, and report to stakeholders on a daily basis. 

Unfortunately, the reliance on physical documents often resulted in errors and delays, hindering the finance team's ability to accurately track and manage expenses. Tasks such as mileage claims require employees to calculate their claims manually, seek manager approval, and submit paperwork to the finance team for verification. These manual steps often resulted in errors or delays. 

Automation and Mobile App Advantages

Webexpenses provided Munster Rugby with an automated system that simplifies and accelerates expense management. The availability of a mobile app was particularly advantageous for the organisation's staff, who often found themselves on the road. With the app, employees could quickly capture receipts by taking photos and uploading them instantly for a manager's approval. With a large portion of their workforce always being on the move this process eliminated the frustrations of a time-consuming manual process. 

Efficiency through Expense Reports and Error Reduction

By adopting Webexpenses, Munster Rugby automated its expense management workflow, reducing the potential for errors and improving overall efficiency. The team's Finance Business Partner, responsible for accounts receivables expressed her appreciation for the reporting side saying that there is far “less room for error”, resulting in substantial time savings and increased efficiency for both the finance team and claimants. 

A positive impact

According to Cillian Kenny, Munster Rugby’s Finance Manager, Webexpenses has saved employees 2 to 3 days per month compared to the previous manual process. The solution has not only increased productivity but has also “enhanced the finance teams profile within the organisation” due to a more collaborative and seamless expense process. 

“I never want to go back to a manual process, it was an unmitigated disaster previously and now its brilliant!”