From One Week to One Hour:
Crimson’s Expense Management Transformation
98% of time saved
on processing expenses since implementing Capture Expense.
A mobile-first approach
capable of managing expenses for 70 active users.
Capture Expense enables Crimson to save an impressive £12,250 annually on expense management
Crimson is a leading Microsoft digital transformation consultancy and IT recruitment company, dedicated to solving complex business challenges and sourcing top tech talent.
Before implementing Capture Expense, it would take Crimson on average 20 minutes and £25.71 to process an expense report
Before implementing Capture Expense, we used to have an intern managing our receipts. It was a laborious process, taking an entire week’s worth of work at the end of every month. This inefficiency meant we were wasting over £5000 a year just on handling expenses.
It took us nearly 3 years to find the right platform for us, and we couldn’t be happier with the savings and the excellent service we’ve received from Capture Expense. Now, our expense management is smooth and efficient, freeing up valuable time and resources.
– Finance Director
The challenge
- Barclaycard reconciliation: managing and reconciling transactions from 60 different Barclaycard accounts efficiently.
- Field staff compatibility: requiring an app that can seamlessly integrate with and support their field staff’s needs.
- VAT management: simplifying the process of claiming back VAT on expenses.
- Data integration: needing to generate a CSV file compatible with Dynamics F&O for streamlined financial operations and reporting.
The solution
- Seamless card reconciliation: by leveraging Open Banking, we enabled automatic and efficient reconciliation of transactions from all 60 Barclaycard accounts, significantly reducing the time and effort required for this task.
- Expense app built with all users in mind: we provided a user-friendly app that seamlessly integrates with the workflows of field staff, allowing them to easily record and submit expenses on the go, thus improving productivity and convenience.
- VAT management: our solution simplified the process of claiming back VAT on expenses. With minimal effort required from the user, this streamlined process has resulted in a 45% increase in VAT recovery, ensuring compliance and maximising financial returns.
- Data integration: we developed a feature that generates a CSV file compatible with Dynamics F&O, ensuring smooth and efficient integration with their existing financial operations and reporting systems, thereby enhancing data accuracy and accessibility.
The results
Cost savings
Capture Expense’s streamlined process for expense submission, approval, and integration has reduced the administrative workload, leading to significant cost savings.
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.
Single view of spend
The management team has complete data overview to identify trends, monitor spend and keep on top of budget and cash flow.