What this covers
Selecting software is the easier part. Getting it configured to match your approval hierarchy, cost centers, and accounting codes without creating new problems is where most implementations stumble. This service covers the full technical setup of your expense management platform.
We work with tools such as Expensify, Zoho Expense, SAP Concur, and similar platforms. Configuration includes custom expense categories, multi-level approval workflows, receipt capture settings, and currency handling for teams working across borders. We also handle the integration with your accounting software or ERP so that approved expenses post correctly without manual re-entry.
Staff training is included. Your team will know how to submit, approve, and query expenses before we hand over. We stay available for two weeks post-launch to catch anything that needs adjusting in real use.
Session programme
Implementation Phases
- Requirements gathering - Documenting your chart of accounts, approval structure, and policy rules that need to be enforced in the system.
- Platform configuration - Setting up categories, workflows, user roles, and receipt capture preferences.
- Accounting integration - Connecting the platform to QuickBooks, Xero, SAP, or your specific system with field mapping and error handling.
- Testing and validation - Running test submissions through every approval path to confirm data flows correctly.
- Staff training sessions - Separate sessions for submitters and approvers, with recorded walkthroughs for future onboarding.
- Post-launch support - Two weeks of monitored operation with same-day response to configuration issues.