How Expense Tracker 365 Simplified Expense Reconciliation for Global Teams

Spotlight

With offices spread across multiple countries, this global services firm struggled to manage and reconcile expenses efficiently. Manual processes, inconsistent reporting formats, and delayed approvals were creating financial blind spots. By switching to Expense Tracker 365, the company centralized expense tracking, reduced manual work, and gained real-time control over reconciliation—saving time, cutting errors, and enhancing compliance.

Highlights

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Faster Reconciliation Process

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Reduction in Manual Data Entry

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Improved Visibility Across 5 Countries

The Challenge: Disconnected Expense Reporting Across Regions

Fragmented Processes Across Teams
Each regional team used its own methods for recording expenses—some used spreadsheets, others relied on emails and PDFs. This lack of consistency made it difficult for finance to consolidate data, spot duplicates, or reconcile spending across departments.
Receipt Management Woes
Employees often forgot to submit receipts or submitted incomplete documentation. The finance team had to manually chase employees across time zones, causing delays and compliance risks.
Reconciliation Bottlenecks
Without real-time access to expense data, reconciliation was done at month-end using outdated information. This led to delays in reporting, inaccurate forecasts, and occasional policy violations slipping through the cracks.

How Expense Tracker 365 Transformed Expense Reconciliation

Unified Platform for Global Teams
Expense Tracker 365 offered a single dashboard where all employees submitted expenses, regardless of location. Multi-currency support, region-specific policies, and role-based access made it easy to customize the experience for each region while keeping data consolidated.
Smart Receipt Matching
Employees uploaded receipts via mobile, email, or browser. The system used OCR to extract key details and automatically linked them to the corresponding transactions—no more guesswork or chasing down documents.
Automated Categorization & Policy Checks
The platform applied company-specific rules to flag out-of-policy spend automatically. It also categorized expenses based on past behaviour and predefined criteria, reducing review time and improving compliance.

Quantified Results

3x Faster Reconciliation
Month-end reconciliation now takes days instead of weeks, freeing up finance teams for higher-priority work.

70% Less Manual Entry
Automation eliminated repetitive data entry and reduced human errors across global teams.

Improved Financial Visibility
Real-time reporting helped finance leaders monitor budgets and spending trends across regions.

Industry

Consulting and IT Services

Location

USA, Texas

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