Unlocking Aerospace Excellence:
How Capture Expense Transformed B&H Worldwide
A global solution
capable of managing expenses for multiple sites including the UK, Germany, Singapore, Hong Kong, Australia and New Zealand.
A strategic move
from their old system, which faced issues such as poor support and high costs, to a more efficient, cost-effective and user-friendly solution.
Capture Expense enhances the efficiency of expense processing across B&H Worldwide’s global operations.
B&H Worldwide was established in the UK in 1988 and has grown into a multi-national organisation and market leader in the highly specialist aerospace logistics industry.
They operate across the globe with around 200 employees in locations including UK, USA, Singapore, Europe and Australia. They typically process around 35 expense claims per month across the group.
Capture Expense’s automated receipt tracking system has revolutionised our approach to managing expenses. The seamless and efficient handling of a substantial number of receipts and documents has significantly reduced the administrative burden on our team.
– Group Financial Controller
The challenge
- Manual receipt tracking: Managing a high volume of receipts and documents while dealing with the inefficiencies of manual submission and processing.
- Complex VAT compliance: Navigating VAT compliance with the need for pre-built records, adaptability to international standards, and accommodation for specific partial recovery scenarios.
- Open banking limitations: Managing direct connections with multiple banks in multiples counties using SFTP.
- Multi-currency management: Dealing with the complexities of managing expenses in multiple currencies, requiring accurate exchange rate calculations and flexibility for users during overseas travel.
- Mult-level approval: Managing a complex approval process for expense reports, with varying levels, based on users, cost centres, and claim values, leading to potential delays and lack of transparency.
- Manual integrations: Integrating expense data seamlessly with existing systems, specifically Microsoft GP and Cargowise, without manual data entry and the risk of errors.
The solution
- Smart OCR scanning: The implementation of AI-powered OCR ensures real-time processing, automatically creating claims or attaching receipts directly to credit card transactions, significantly reducing manual effort and improving efficiency.
- Fully VAT compliant: Capture Expense provides pre-built VAT records within the software, encompassing full standard UK, EU, or specific rates.
- Streamlined credit card expense process: Capture Expense leverages Open Banking for a secure and standardised real-time credit card transaction feed from HSBC. For countries without Open Banking, the provision of a credit card statement import feature, accepting CSV files, ensures seamless integration.
- Multi-currency support: Capture Expense provides robust support for multi-currency functionality, offering access to over 150 different exchange rates. Users can easily raise expenses in their own currency or based on overseas travel, with the system automatically calculating the home value in real time using the correct exchange rate from the date of the claim.
- Customisable approval system: Capture Expense offers a flexible multi-level approval system. Reports can have any number of approval stages, based on user or cost centre criteria, and the value of the claim can determine the appropriate approver and the number of stages required.
- Seamless integrations: Capture Expense effectively integrates with over 50 back-office systems. The support for Microsoft GP and Cargowise includes an export service that generates specifically formatted CSV files.
The benefits
- Experience a modern software design that prioritises ease of use, requiring minimal training.
- Embrace a fully digital, paperless system with advanced receipt management.
- Leverage advanced OCR technology to minimise manual entry, enhance automation, and elevate system intelligence.
- Automatically enforce company policies and rules reducing instances of out-of-policy claims.
- Gain access to extensive reporting capabilities and unlimited analytical depth through the use of tags.
The results
Complete spend and policy control
Capture Expense provides robust spend and policy control, allowing the application of rules and limits to expense categories, individual claimants, or groups of claimants.
Accessible anywhere, anytime
The ability to access the system on both mobile and desktop ensures unparalleled flexibility, enhances their responsiveness, and overall ease of use.
Streamlined VAT calculation process
Capture Expense offers automatic VAT calculations with support for both domestic and EU rates. This feature ensures accurate and efficient handling of Value Added Tax.