So you’ve found an expense automation system that works for your company and have identified value in excess of the cost. It’s now time to implement the new solution. With most mobile apps, this should be a very simple undertaking.
Many vendors offer setup flows that include mostly drop-down menus that help you model your travel policy and create a digital one. The user experience should be highly intuitive and require no training, other than possibly having users watch a short video on their phone.
The first step will be for an administrator to set up the back office for the new solution. This will include digitizing the travel policy and setting up the structure for expense submitters to use. Departments, expense categories, and other policies will be put into the system. Most software will guide you through these steps. Once these are set up, the administrator will provide usernames, email addresses, and mobile phone numbers. The system will then send them an email and invite users to download the application from the appropriate App Store. A brief setup will be required for each user to customize their app.
Finally, any integrations with financial and accounting systems will be completed to ensure that expenses flow to the right accounts on time. Soon after you have successfully implemented a solution to automate your company’s expense automation, you’ll be able to evaluate the results.
It’s always important to keep in mind improvements you can make to your new system. Once everyone in the company has settled in with the new platform, try and evaluate whether the goals you initially set have been reached.
Go back to the business case you built and see if the solution you’ve implemented has addressed the challenges and opportunities you identified. Do a quick analysis to see if the savings you are realizing are what you expected as far as office supply cost savings, increased employee productivity, enhanced management insight, and improved policy compliance. If not, refine your travel policy to address any leakage or work with your vendor to customize the mobile solution to your business, as needed.
It’s always valuable to seek user feedback on the ease of setup, expense report creation and processing. You can send out surveys to employees and managers alike, to understand their perspective and gauge satisfaction with the solution.
There’s no doubt that today’s mobile technology can help businesses simplify the expense reporting process and automate submission. We all use our mobile phones throughout the day. By using the same phone to submit, collect and manage expenses, organizations can easily increase productivity, improve compliance, and manage spend more proactively.
If you need help understanding your current expense processes, determining the value of automating your expense processes, or building a business case allows you to move forward with mobile expense management, download the complementary 3-Step Guide below.