CASE STUDY
A faster, smarter way to manage expenses
How Capture Expense is supporting Zakka Multitec’s international growth
Up to 260 hours saved every year
since moving to Capture Expense.
1,800 expenses processed
through Capture Expense in just over 5 months.
Digitalising expenses to support 60 users, across 5 time zones, in 8 currencies
Zakka Multitec is a leading provider of industrial machines and services for the food, beverage, dairy, personal & home care, and pharmaceutical industries.
With a growing regional presence and a reputation for delivering complete lines to customers, they’re committed to staying ahead of the curve by adopting cutting-edge solutions that optimise their operations.
Managing their expenses, however, was a time-consuming and clunky process. Team members had to manually input expense details into Excel, email the information to the accounts team, and then physically hand over hard-copy receipts. This was followed by manual reporting by the accounts team—talk about tedious!
As their team grew—especially with international branches in the mix—this system quickly became unmanageable. It was clear they needed an expense management platform to streamline the process, save time, and bring some much-needed organisation to the chaos.
“Our experience with Capture Expense can be described in one word: impeccable.
Technically, the product exceeded our expectations in terms of functionality and value. The business development, development, and customer experience teams were super professional, providing timely answers to our queries and giving unlimited support during training and integration.
This solution aligns perfectly with our long-term digitalisation strategy, empowering us to stay ahead as an industry leader.”
– Jean Saïd Zakka, CEO
The challenge
- Manual effort: Zakka Multitec’s users had to manually enter their expenses, scan receipts, email them, and then submit hard copies. It became a time-consuming and frustrating process for everyone involved.
- No mobile functionality: this created a major issue for employees who were frequently on the move. This led to delays in reimbursements, added stress for travelling staff, and bottlenecks in finance workflows.
- Multiple currencies: with employees travelling overseas, Zakka Multitec needed a system that could automate exchange rates and allow users to log expenses in multiple currencies.
- Limited visibility into employee spend: since everything was done manually, Zakka Multitec struggled to generate accurate expense reports, making it difficult for the finance team to track spending, spot trends, or identify issues.
The solution
- Accurate currency conversions: Capture Expense supports over 150 currencies and auto-converts reimbursements to Zakka Multitec’s base currency (USD), so employees can log expenses in any currency.
- Real-time visibility: instead of sifting through spreadsheets or complex reports, the finance team can now ask James (Capture Expense’s AI reporting tool) for instant insights into expenses by user, department, and category.
- Streamlined approval workflow: line managers are notified instantly when an expense claim is submitted, and the finance team can easily track the status of each claim.
- Mobile accessibility: the ability to use the platform on mobile devices allows Zakka Multitec’s people to easily snap a picture of their receipts and make an expense claim in a matter of seconds.
The results
Up and running within 3 weeks
Thanks to careful planning and a staged rollout, Zakka Multitec were able to quickly adapt to Capture Expense. While some initially resisted the change, most were excited to embrace the new system. And with consistent guidance and training from the support team, everyone got up to speed and fell in love with the platform.
Faster expense submissions
Zakka Multitec’s frequent travellers can’t stop raving about how much easier life has become since Capture Expense. The days of rummaging for receipts are over. Now, submitting expenses is stress-free, completely paperless, and most importantly, achieved in a matter of seconds.
250+ hours saved every year
By ditching spreadsheets and switching to Capture Expense, Zakka Multitec no longer waste hours on admin. Now, they can focus on what truly matters— supplying industrial machines – instead of chasing receipts!
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.