CASE STUDY
Digitalising expenses to support Leighton’s growing team
& how Capture Expense helped the Leighton team ditch manual spreadsheets
From 2 days to 2 hours
Speeding up expense processing for colleagues managing
expenses.
2 x faster reimbursements
Employees get their cash back faster with rapid reimbursements twice per month.
Reducing 2-day expenses processing to 2-hours for Leighton
After tripling their headcount in 3 years, leading software development service provider Leighton knew their manual expense process couldn’t continue much longer. Relying on spreadsheets and email submissions from their team, they set out to digitalise the process from beginning to end.
Already a long-standing customer of PSSG and having worked with Cintra for over 10 years, Capture Expense was the clear choice. Here’s how they’ve given their employees the right tools to raise expenses on the go, automate expense submissions, and double the speed they were able to reimburse their teams.
“Capture Expense has definitely made processing expenses easier for us. We’ve saved about a day and a half each month for our colleague who processes our expenses, which is huge. The app is straightforward and really convenient for the team to use, and the accuracy has been spot on. The whole process is much quicker and smoother now, and it’s great not having to deal with the old manual spreadsheets anymore. It’s just a better way of doing things.”
– Andy Carr, CFO
The challenge
- Manual handling: Leighton relied on spreadsheets and email submissions to manage and process expenses, which meant a lot of manual work for the finance team and made monthly reviews and reconciliations a time-consuming process.
- Growing team: As the business has grown and more colleagues racked up expenses, the finance team found it tough to keep up with the increasing number of claims, putting extra pressure on their ability to manage everything smoothly.
- Prone to errors: Manually entering expense data and relying on physical receipts opened the door to mistakes, leading to discrepancies that could hold up reimbursements and frustrate employees.
- Poor reporting: With everything being done manually, it was hard to generate accurate and timely expense reports, making it difficult for the finance team to understand spending patterns or quickly spot any issues.
The solution
- Mobile app for employees: Now, Leighton employees can easily submit expenses via a mobile app that lets you snap photos of receipts, eliminating the need for physical receipts.
- Automated data entry: Once a receipt has been snapped, Capture Expense automates data entry by reading receipt details and matching them with expense reports, reducing errors and speeding up Leighton’s expense raising process.
- Enhanced reporting: Capture Expense’s reporting features enable Leighton’s finance team to quickly create detailed expense reports, analyse spending patterns, monitor the budget, and identify irregularities.
- Digital receipt storage: Leighton’s receipts are now fully accessible to the right people online, securely storing and organising receipts for a full audit trail.
The results
1.5 days saved every month
What used to take Leighton’s finance team several days each month now only takes a few hours—freeing up about a day and a half each month for their colleague processing expenses.
2x faster reimbursements
Thanks to digitalising their expense processes with Capture Expense, Leighton now reimburse their employees twice monthly at rapid pace—which received a lot of positive feedback from their teams.
More convenience for employees
Employees are loving the new mobile app that simplifies expense submissions on the go, eliminating the hassle of keeping physical receipts, and speeding up their reimbursements.
Better reporting &
insights
With the reporting features of Capture Expense, the finance team now gets valuable insights into company spending without the need for manipulating spreadsheets and manually moving around data.
Capture Expense Brochure
Dive into our brochure to discover how you can stay on top of reimbursements, bills, and credit card transactions as they happen—while reaping the benefits of real-time spending insights across your entire organisation.