The firm implemented Expense Tracker 365, a smart travel expense and per diem management solution tailored for mobile consultants. 

Key Features Used: 

Custom Per Diem Rates by Location:

Mobile-Friendly Submissions: Expense Tracker 365 enabled the firm to configure per diem rates based on city, region, or specific project location. This flexibility ensured employees received accurate, location-specific allowances without the need for manual calculations. By eliminating the requirement to submit individual receipts for meals or lodging, the system significantly reduced paperwork for both employees and managers. Approvers no longer had to review each expense line-by-line, saving valuable time and effort. Finance teams benefited from consistent reimbursements that aligned with company policies, improving compliance across the board. As a result, the firm gained stronger control over travel costs and reduced the administrative burden associated with traditional expense tracking. 
 
Consultants could log their travel using a mobile app in just a few taps. Per diem allowances were auto calculated based on their itinerary, eliminating time-consuming paperwork and reducing errors. 

Policy Enforcement Rules: 
 
The system automatically flagged any manual entries that exceeded the assigned per diem rates, preventing policy violations before they reached the approval stage. This helped ensure that all reimbursements stayed within the company’s predefined travel budget. Finance teams gained more control and visibility into travel expenses, with fewer exceptions to manage. Employees also appreciated the clarity, as the system showed exactly how much they were eligible to claim based on location and duration. There was no ambiguity or back-and-forth over what was covered or not. As a result, both compliance and employee satisfaction improved significantly. 

Automated Approvals & Payment Sync:  
 
multi-level approval workflows ensured that every travel claim was verified quickly by the right stakeholders at each level. Managers could approve claims in just a few clicks, while finance leads had visibility into all transactions before final sign-off. This reduced bottlenecks and eliminated delays caused by manual routing or missed approvals. Once approved, the system automatically synced the data with the payroll platform, ensuring employees received their reimbursements on time. There was no need for separate emails or follow-ups to process payments. The entire process—from submission to disbursal—became faster, more transparent, and stress-free for everyone involved. 

Integrated Reporting: 
 
Detailed reports provided the finance team with a clear breakdown of total travel spend across regions, departments, and client accounts. This level of visibility made it easier to identify where the most money was being spent and why. They could track spending trends over time, compare actual costs against budgets, and flag any unusual activity. The insights gathered from these reports allowed leaders to make smarter decisions when planning future travel. They could allocate budgets more accurately, negotiate better rates, and eliminate unnecessary trips. Overall, the data-driven approach helped tighten cost control and improve financial planning across the organization.