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Webexpenses Case Study: Smoove
“Just get online, just do it,” exclaimed Smoove Finance Manager Jane Matthews when asked about her recent experience switching to Webexpenses Expense Management. “Just get it automated; no need to hold back anymore!”
Smoove, an online property services and solutions provider has been in business since 2003. But their business spend management was still manual, paper-based, and time-consuming. To solve a host of issues regarding expenses and accounts payable processes, they implemented Webexpenses Expense Management.
Before automation
Before Smoove decided to automate their business spend, they had a manual approach to expense management. Traditionally, Smoove manually managed cash and credit card expenses.
Jane stated, "It took four days and a lot of Tippex. By the end of it, I was close to tears".
Historically, Smoove’s process of claiming expenses was as follows:
- Printing off physical copies of spreadsheets
- Stapling receipts to spreadsheets
- Signing off spreadsheets by the line manager
- From here, the cost would be reconciled - with the added step of matching POs to expenses
Digital transformation
During the last few years, the world has seen a huge increase in digital transformation. 54% of companies worldwide are prioritising digital transformation (2021). Smoove were no different. Webexpenses offered the ability to have everything within one place; with centralised communication and a user-friendly system for both users and admins.
One of Webexpenses' key selling points for Smoove was the integration into Sage 50 and Sage 200. Once they knew that the solution was capable of this, they were sold.
Lost receipts
Before moving into an automated process with Webexpenses, Smoove’s number one problem? Lost receipts. Their manual process often saw receipts unattached to claim sheets. This created a lot of problems when it came to submitting expenses. With Webexpenses, Jane can now see that receipts have been attached. She stated, "I won't let them submit without a receipt".
Final thoughts
By automating their business spend, Smoove have saved time, money, and become more efficient. With the continuous growth of the company, there was no better time for them to make that jump.
With high-value expenses rising from 100 to 200, they wanted a solution that could document, formalise and have senior management sign off the process.
The success of expense management for Smoove has been achieved through and through. Jane says, “It has changed my life and halved the amount of time spent on managing expense claims”.