Challenge
OKI Europe had an outdated expense management process consisting of multiple disconnected systems. Each of their offices across EMEA managed travel expenses differently, with varying policies, systems (mostly manual), and over 250 active GL codes. It was impossible to centrally manage and accurately analyze spend data, and travel expense reimbursement typically took three weeks or more.
OKI Europe saw Emburse as an advanced, highly customizable, user-friendly solution. Key decision-drivers in the selection process included Emburse’s global VAT reclaim capabilities, intuitive mobile features, and reporting functions. The team was also impressed with Emburse’s customer service and eagerness to address their complex cross-geographical needs.
Emburse solution
Partnering with Emburse’s implementation experts, OKI Europe’s finance team streamlined its rules. They consolidated more than 250 GL codes to 80 (nearly a 70% reduction) now used across the EMEA organization. They also built country-specific per-diem rate calculations within the system, applicable for even the most complex use cases in Germany.
The centralized solution gives the finance team full visibility into expenses across EMEA. This helped them make more accurate budget projections and identify areas for cost control and efficiency gains, resulting in a 20% reduction in regional spending. Managers gained better visibility into staff spending, and the automatic routing, pre-approval, and mobile approval capabilities made the expense report approval process quick and easy. Travelers now get reimbursed 70% faster, going from three weeks to just one week with Emburse.
OKI Europe travelers find Emburse intuitive to use. They can take photos of receipts with their mobile device, while built-in OCR technology automatically populates receipt details so they can easily submit expense reports from anywhere, saving time and reducing administrative hassle.
Efficiency gains are key! With Emburse, we’ve been able to reduce spending by 20% and reimburse travelers 70% faster.”
Result
Download the full story detailing how OKI Europe gained control of spend, drove efficiency, and improved user experience.
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70% faster traveler reimbursement
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70% reduction in the number of GL codes
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20% reduction in spend across EMEA