7 stories of successful spend management automation

“It used to take a card holder 1 to 5 minutes to complete a transaction, depending on the volume and the size of the business. With BILL Spend & Expense, it takes about 11 seconds.”

Before BILL Spend & Expense

• Clients had unwieldy reimbursement and expense reporting processes
• The back office had to spend time figuring out what every transaction was for
• Duplicate transactions in QuickBooks from multiple credit card receipt apps and bank feeds

After BILL Spend & Expense

• Reimbursements and expense reporting were eliminated
• Cardholders upload receipts and automatically categorize transactions
• Seamless integration with QuickBooks
• Dashboard for immediate visibility of all spending
• Books can be closed by the 3rd of the month

“With BILL Spend & Expense, your employees are 100% accountable every time they spend anything.”

Before BILL Spend & Expense

• No real-time visibility into spend
• Clients were left to react to month-end statements after the fact
• Firm spending too much time manually reconciling credit cards, reimbursing employees, and tracking down receipts

After BILL Spend & Expense

• Real-time visibility into spend every step of the way
• Shifted from reacting to spending to controlling spend before it happens
• Traditional reimbursements and expense reports were eliminated
• Freedom from tedious manual tasks
• More time for strategic work that establishes firm as a trusted advisor

“If it were up to us, we would have all our clients run on BILL Spend & Expense.”

Before BILL Spend & Expense

• Out-of-date budget information
• Critical information was constantly missing
• The firm was constantly waiting for expense reports
• Constant delays when trying to close the books

After BILL Spend & Expense

• Costs applied to the right budget and in the right category
• No need to manually hunt down and code transactions to the right budget
• Expenses are now automatically coded
• Real-time visibility into spend and budget control
• Books are closed accurately and quickly

“BILL Spend & Expense is easy to manage, easy to deploy new cards, and easy to deal with customer support. For us, that is the way we win.”

Before BILL Spend & Expense

• Syncing and integrating with accounting software was problematic
• Extra time spent on administration work
• Credit cards were difficult to manage, and customer support was lacking
• Chasing down receipts, coding, and reconciling credit cards was a nightmare

After BILL Spend & Expense

• Increased efficiency by reducing hours of manual data entry  
• Credit cards deployed quickly and easily to staff members 
• Control all team budgets through a single app
• Virtual cards eliminate coding by moving expenses into the accounting system 
• Clients can do everything in real-time instead of chasing down a paper trail

“The value of the relationships we build with our clients is the same type of relationship we want with our technology partners, and we have that with BILL Spend & Expense.”

Before BILL Spend & Expense

• Reactive expense processes
• Multiple methods for managing expenses and reimbursements
• Reconciliation was very manual and time consuming
• Lack of visibility and control
• Exposure to fraud

After BILL Spend & Expense

• Proactive and intentional expense processes
• Real-time visibility and control
• One place for all expense management
• Seamless integration with accounting software
• Less time spent on reconciliation
• Fraud control with virtual cards

“BILL Spend & Expense allows us to completely change the way we interact with clients to the point to where we are adding value to the conversation based on the enhanced information we have at our fingertips.”

Before BILL Spend & Expense

• Manual reconciliation across multiple systems required time-consuming, error-prone data entry
• Days were spent chasing receipts and missing transactions
• Software platforms were disorganized, thus hard to manage consistently 
• Firm encountered blind spots in clients’ cash flows

After BILL Spend & Expense

• Client relationships have improved
• Cash management solutions are now proactive 
• Reliable partner support
• Increased advisory and coaching services
• Intuitive, clean platform interface for easy set up and use

“Now we are always in front of spend management instead of behind it. That’s what technology has done for us.”

Before BILL Spend & Expense

• Credit card tracking and expense management was a slow and tedious manual process 
• Financial statements presented 45-day-old data
• Clients were unable to provide credit card reconciliations, receipts, and coding 
• Staff working over-time and weekends
• No value in spend management

After BILL Spend & Expense

• Reconciling credit cards now takes minutes per month instead of hours 
• Single administrative dashboard where all clients are listed and credit cards are managed
• Automated notifications identify missing fields
• Weekly closes
• Spend management made relevant and in real-time