leveraging new technology to simplify expense report management for employee and managers

www.certify.com Leveraging T&E Technology to Simplify Processes


• Understand current and emerging technologies surrounding T&E management

• How companies are utilizing expense report software to drive policy compliance rates up and simplify processes for employees and managers

• The best practices of T&E automation with Certify’s platform

Learning Objectives

After attending this event you will be able to:


• Today’s event will be recorded and all attendees will be kept in listen-only mode to eliminate excessive background noise.

• Links to today's presentation and the recording of this webinar will be sent out to all attendees within 24 hours of the event.

• Please ask questions on today's topic via the "Questions" box in your GoToWebinar control panel at any time during the event. We will do our best to get to your questions during the Q&A/panel discussion at the end of the event. If we do not get to your question, we will follow up with you directly to address your question.

Webinar Event Notes


In 2008, Bob and his team launched the Certify product featuring mobile technology and web-based automation. Certify has accelerated its position to become the second largest provider of expense reporting software in North America.

Robert Neveu President & Co-founder

Speaker


About Certify

• Industry-leading with first fully automated expense system

• Providing travel & expense solutions since 2008

• 64 languages, 140+ currencies, clients in 18 countries

• Highest User Satisfaction Rating , G2Crowd 4.8 out of 5

• Over 15 million expense transactions in 2013

• Processing over $5 billion/ year in expense reports

Featured in:

http://www.cnbc.com/id/101339055

http://online.wsj.com/news/articles/SB10001424127887324463604579041133954185054?mg=reno64-wsj&url=http://online.wsj.com/article/SB10001424127887324463604579041133954185054.html

http://management.fortune.cnn.com/2013/12/19/the-most-over-the-top-expense-account-items-of-2013/?iid=HP_LN

http://www.economist.com/blogs/gulliver/2014/01/business-traveller-food


T&E Expenses: Leveraging Technology to Simplify Expense Reporting Processes for Employees and

Managers

Learn the latest trends in travel and expense management software for 2014. Presented by Certify, Travel and Expense Made Easy.

Today’s Topic


Current Expense Management Trends

• Travel and entertainment (T&E)—second only to payroll as the largest business expense, accounts for 10%-12% of total annual budget

• Roughly 50% of organizations in U.S. are using manual processes to manage their T&E spend and budgets

• 59% of organizations want to improve their expense management process

• 62% of organizations want better analytics and insight into T&E spend

• Only 30% of organizations utilize mobile expense applications *data derived from a 2014 Certify research report, “Certify's

Annual Travel & Expense Management Trends Survey”


How do organizations currently manage their travel and expense

reporting?

Poll Question


43%

29%

18%

5%4%

Cloud/Web-Based

Excel/Spreadsheets

ERP

Home-Grown

Pen & Paper

Expense Management Process

How do organizations currently manage their travel and expense reporting?


43%

29%

18%

5%4%

Cloud/Web-Based Excel/Spreadsheets ERP

Home-Grown Pen & Paper

2013 to 2014 Comparison

35%

35%

12%

7%

11%

Cloud/Web-Based Excel/ Spreadsheets ERP

Home Grown Pen & Paper

2013 2014

44% of organizations in 2014

are using web-based expense

systems, compared to 35% in 2013

The move to cloud expense

management is here:


The Divide Between Small Business & Enterprise

17%

67%

8% 8%

Pen & Paper - 17%Excel/Spreadsheets - 67%Home-Grown - 0%ERP - 8%Cloud/Web-Based - 8%

2%16%

8%

22%

52%


2%

29%

4%16%

49%


Expense Process by Company Size

www.certify.com Leveraging T&E Technology to Simplify Processes www.certify.com | @certify

$41.70 per expense report $7.17 per expense report

MANUAL WEB-BASED EXPENSE

50% compliance to T&E policy 87% compliance to T&E policy

30% visibility into spend 61% visibility into spend

64% automated reimbursement 86% automated reimbursement

62% documented path of approvals

88% documented path of approvals

19 Days average reimbursement 7 Days average reimbursement

VS.

Reference: Aberdeen Group 2013, T&E Solution Selection Guide

The Ultimate Technology Showdown:

Why Switch: The Benefits


Reason for Switching

Driving force before the switch to web-based system

Reimburse employees faster

Improve employee compliance rates to corporate travel policies

Provide an expense system accessible from anywhere

Simplifying the expense reporting process

0% 10% 20% 30% 40% 50%

3 years of data, 3 surveys conducted with responses from over 800 finance professionals, every year #1 reason for switching to a web-based expense management system is to simplify processes for employees and managers.


Snapshot of a manual process

1. Employees save paper receipts and keys data into an expense spreadsheet, staple receipts to printed report and mail to their manager

2. Manager reviews the report, matching each receipt to each line item expense, checks for violations and approves; report is sent to Accounting for reimbursement

3. Accountant reviews the report, reconciles the data, manually keys the data into the accounting system and cuts a check for reimbursement

• Employees lose receipts & fail to submit reports on time• Manually checking for violations allows room for human error • The time it takes to manually key in expense data into accounting system• Limited to no access into spend reporting

Well, what’s the issue with the process above?


Top Pressures & Pain Points

T&E Pain Points


Utilize Technology to Simplify Processes

For the Employee

• Mobile application for on-the-go receipt capture, eliminating paper receipts

• Access to creating, managing and submitting expense reports from anywhere in the world

• Schedule expense report build days, eliminating late reports

• Reimburse employees directly using direct deposit, no more paper checks

For the Manager & Accountants

• Review and approve expense reports instantly using your mobile device, no more spreadsheets and paper reports

• Set and enforce corporate T&E policies

• Integrate with your current AP and HR systems, eliminating manually keying in expense data

• Instantly create spend reports, no more number crunching



• Mobile Applications - Eliminate paper receipts and manual data entry for employees

• Expense Report Automation - Build expense reports on the employees’ behalf

• Policy Enforcement - Enforce travel and entertainment policies

• Integrations - Eliminate manual data entry for accountants

• Direct Deposit using ACH Services - Reimburse employees quickly

• On-Demand Reporting - Gain insight into company spend with instant reporting


• Eliminate paper receipts

• Manage and track expenses while on the road

• Eliminate manual data entry

• Review and approve reports on-the-go

Users of mobile expense applications have reduced their expense-processing costs by 65% and reimbursed expenses at 40% rate than companies not currently leveraging mobile.

“The use of Certify Mobile has altogether

eliminated the lost receipts by

employees.”

-Glenn Foster, Zoll

Mobile Applications

Utilization of Mobile applications can:


Do the business travelers in your organization currently use mobile

devices to capture and track expenses while on the road?

Poll Question


• Manage and track expenses from anywhere, anytime

• Eliminate paper receipts, storing and filing receipt images electronically

• Eliminate manual data entry:– ReceiptParse – Auto-fill technology extracts expense details

instantly– Based on historical data, the system will categorize certain

vendors under certain categories – Meal attendees are stored

• Managers can approve expense reports directly from their mobile device

Mobile Applications

Certify’s Mobile Application Allows you to:


Certify’s ReceiptParse Functionality


Expense report automation is the #1 feature CFO and Finance professionals look for when selecting a vendor

(64% of CFOs say it is the #1 most important feature)

Largest pain point surrounding T&E is employeess failure to submit expense reports on time (50% of companies say this is the #1 pain point)

Expense Report Automation

What is expense report

automation?


Merging multiple expense elements into a single expense item

Auto-Merge

Single Expense

Travel Booking Details

Credit Card Expense

Auto-Merging of Data

Receipt of Payment


Introducing a first of its kind,

Auto-Generated Expense Reportswith Certify ReportExecutive™

Certify ReportExecutive™ brings automatic expense reports to your entire company.

1. Schedule Company-Wide Automatic Expense Report Build Dates2. Schedule Reminder Notifications for Employees3. ReportExecutiveTM will automatically build expense reports for

end users4. The user will then be notified by email and directed to review the

expense report and submit it for approval.

Auto-generated Reports


Schedule Automated Expense Reports

Company-Wide Scheduling: Administrators determine the company-wide automation schedule, specifying the automatic build date and date by which expense reports must be submitted.

Flexible Scheduling: Administrators can allow individual employees to opt out of company-wide automation schedules or select their own schedule, providing maximum flexibility while still benefiting from automation.

Certify Administrators can specify a company-wide schedule for automatic expense reports to be completed.

ReportExecutive™ is available with the following scheduling options:

Certify’s ReportExecutive


Automated Policy Enforcement • 49% of companies name top financial pressure to improve compliance to company

policies

• Organizations utilizing web-based expense systems have a 37% higher rate of compliance to corporate travel policies (upwards of 95% compliance to T&E polices)

• Those using cloud expense systems experience on average 87% compliance rates to travel policies

• Set your travel policies within Certify and let Certify enforce your policies

• Out-of-policy expenses will be flagged for manager’s review

Reference: Aberdeen Group 2013, T&E Solution Selection Guide

Policy Enforcement


Eric Newman

Corporate Controller

Saddle Creek Logistics

500 Employees

Client since 2011

The Solution: Streamlined Functionality Brings Client into Future of Expense Management

• Switched due to slow reimbursements with previous process

and wanted a scalable process with reporting

• Employees now receive reimbursements 5-7 days sooner

• Saving over $40,000 from avoiding duplicate and out-of-policy

payments

• No longer needed fulltime accountant for data entry

“Certify is truly an intuitive and easy-to-use

tool, but above all the company is so reactive to

correct or respond to customer input.”

Certify Case Study




• Expense Report Automation - Build expense report on the employees’ behalf






Reference: http://www.gbta.org/foundation/pressreleases/Pages/rls081711.aspx

• 42% of companies name the need for integrations as the most important reason for making the switch to cloud systems

• Integrations eliminate or reduce manual data entry between systems

• Improve accuracy of data

• Remove multiple interfaces

• Eliminate duplications of data

Integrations


Reimbursement Times

Reimbursement Timeline (Days)Companies using web-based expense

management systems have speed up their

employee reimbursement times by 32%

Faster reimbursements = more frequently

submitted expense reports by employees

(42% of companies indicated an increase in

frequency of reports being submitted

when using ACH reimbursements with the

web-based system)


55% of all organizations name main priority for 2014 to

enhancing visibility into overall travel/expense spending

Top financial pressure in finance department is to improve

compliance rates followed by enhance expense

management analytics (47% of organizations name it a

top pressure)

With Certify Spend Reporting & Analytics

Over 40 reports available with 10 selection options per

report• Expenses by employee• Processed expense reports• Expenses by category

Reporting & Analytics


Out of the ways to leverage technology for expense report

management, what do you feel is the most important?

Poll Question


– #1 in client satisfaction in 2014 G2Crowd Report

– Beating leading competitor in all satisfaction categories

– Ease of use 9.5 out of 10 (competitor software 8.1 out of 10)

Ease of doing Business (9.7 out of 10)

Ease of Use(9.4 out of 10)

Month

Certify #1 for Satisfaction

Highest Satisfaction Rating

http://www.g2crowd.com/compare/certify/concur





Q&A Session


For more information about Certify visit, www.certify.com

Thank youfor attending today’s session.