Underground Coffee Roasters

New Zealand based coffee company, Underground Coffee Roasters provide cafés, shops and barista training – they have a passion for unadulterated coffee and the finest roasting processes.

Like their process for supplying the best coffee, Underground Coffee Roasters are also passionate about how their employees submit their expenses. Elle Donaldson, Trainer & Sales Support at Underground Coffee Roasters tells Webexpenses the problem her organisation faced with a manual expense process, especially when it came to managing the paper receipts.

What were the typical challenges you used to face when managing expenses, before Webexpenses?

The main challenge I faced was retaining all the receipts. I do multiple out-of-town trips within the space of a month so filing receipts for everything from a coffee to accommodation, to rental cars was tricky! Also, time consumption, having to manually reconcile, order and explain so many receipts against a paper statement did not feel like a good use of my time.

What was important to Underground Coffee Roasters when looking for an expenses management provider?

Simplicity. We needed everything to be quick and easy to use, and altogether in one place.

How did different users take to using Webexpenses?

There was the expected transition phase. I think the part where people initially struggled was remembering to take the photo and then upload it. Overall though, people were showed once and had the hang of it.

What are the most used features for you and your department?

The photo repository and claims. I tend to use the website to add the details to the transactions and then the app to add the receipts. We do our reconciliations monthly so I have found this is the easiest and most time effective way for me.

Which key benefits have Webexpenses brought to Underground Coffee Roasters?

Purchase reconciliation on the fly.