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Brakes outsources expense claims management process to Globalexpense
Brakes, the UK’s leading supplier of food to the catering industry has chosen to contract out its expense claims process to travel and expense business process outsourcing specialists, GlobalExpense. GlobalExpense’s web-based solution will enable the food supplier to eliminate the administrative burden associated with the management of the expense procedure, whilst ensuring compliance with the company-wide expense claims policy and UK tax legislation.
Brakes has approximately 1000 employees making expense claims during the year, two-thirds of which are regular, monthly claimants. The current process is entirely paper-based, placing a heavy administrative burden on the Brakes’ finance department, in terms of dealing with paper receipts and expense forms, and checking that claims are accurate, within policy and properly authorised.
Tim Robinson, Development Manager at Brakes and project manager for the implementation of GlobalExpense, comments, "As with any paper based system, processing expense claims is very labour intensive and time consuming, which can mean a heavy cost to the business. Our aim was to seek a solution that gave real benefits to the business and its users, was easy to use, fully transparent and traceable. Real deliverable savings in time and cost were also essential to us when choosing a new system; we believe GlobalExpense gives all this. It will provide detailed and accurate expense data, which will ensure that all expense policy guidelines and authorisation limits are being adhered to, as well as improving the control of costs and annual VAT recovery across the group."
GlobalExpense will automate Brakes’ whole expense claims process, and take the entire business process out-of-house. GlobalExpense will handle and reconcile all of Brakes’ paper receipts and provide the company with 24x7 electronic expense submission and approval, electronic reporting and management information, while integrating all the claims into the company accounting system.
GlobalExpense is designed and managed by a team of tax and VAT experts who are constantly adjusting the system in line with rapidly changing legislation to help ensure that customers are fully tax and VAT compliant. Additionally, Brakes will be able to offer employees reimbursement on their expense almost immediately after submission and authorisation, which is a vast difference from the three to four week turn around they currently face.
GlobalExpense is a complete service, offering an end to end solution in a relatively short time frame. With web-based implementation times it can be introduced into the business without causing major upheaval. Moreover, it is user-friendly and so most employees can be up and running on it in just over an hour. The result is therefore, fast implementation with maximum efficiencies.
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