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Smart Training and Recruitment is a national training company providing apprenticeship and foundation learning programmes. Established in 2003 and based in the Isle of Wight, the company now has training centres throughout the UK. The company currently employs around 130 people and has a mission statement of “Working together to enrich life”

“For us, mileage is 95 percent of our expenses costs so the mileage features offered by the app was a major factor in choosing webexpenses. We always trust people when making claims but now we also have the secondary checklist.” “If somebody chooses to overwrite their mileage claim then there is a flag for us to review it. If they can’t provide an adequate explanation then we will reject it; it’s the type of thing we would never have caught using our old system so it’s great to have that ability. ” “In terms of the accountancy function, it’s a two to three day saving for us in processing time. Added to that time saving we also have reduced hassle factor and the considerable savings we’ve made in removing the cost of posting paper expenses.”

Dean Hopkinson, Chief Executive Officer at Smart Training and Recruitment

Challenges faced with expense management

With 95 percent of the company expenses being mileage, they relied on employee estimates, submitted manually via Excel spreadsheets. With claims being sent throughout the post it led to a slow, time consuming process with little way of monitoring the accuracy of claims.

How webexpenses helped

The move to webexpenses has allowed the company to take much tighter control on the accuracy of claims, rejecting those which do not provide sufficient information. It has also greatly increased processing time and saved on the costs of posting paper expenses.

The results: saving of two to three days in processing time.

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