Case Studies

Case Studies 2018-03-06T20:28:46+00:00

ExpenseNet prides itself in the strong client relationships it maintains across a broad cross-section of North American clients including several in the Fortune 500, a handful in the Global 2000, and the rest ranging from from SMB (small and midsize business) to large private/public organizations.

Because we are a “service” organization first and foremost, our clients treat us like an extension of their Finance organization – which is why we strive to ensure that our entire client base is delighted with the value and quality of service we deliver every day.

Client

The North American operations of a Global 1000 manufacturing company receives cost effective T&E and P-Card audit services from InterplX Expense Management.


Challenge

Provide an effective process for auditing over 20,000 expense reports with a combined value of more than three quarters of a million dollars. Allow for different audit selection criteria for the purchase card transactions versus the travel and entertainment transactions so that the finance and audit departments would be assured of policy compliance given that many approvers quickly approve expense reports without ever looking at any of the submitted documentation.


Solution

The company had already been using ExpenseNet® for both cash and card transactions, and basically the client just needed to ask InterplX to set up their accounts for “audit services”, which would then be used to ensure that approved expense reports were systematically reviewed for required documentation and non-reimbursable expenses. InterplX reviewed the client’s audit goals, documented their audit criteria, and setup their selection criteria. From there the software automatically flags transactions/reports for review and those are then checked by an InterplX auditor accordingly.


Results

InterplX’s audit services have been a huge time savings because hundreds of audits are conducted each month with an impressive level of consistency and completeness. In that process, simple audit exceptions, mostly for missing documentation, are routed via email directly to the user for resolution. Questionable exceptions that involve “unacceptable” charges are immediately reported to the client’s designated audit contact for review. In addition to the process cost savings, InterplX’s audit service has helped ensure proper documentation is archived and lead to a reduction in the amount of non-reimbursable expenses that would have previously been overlooked.


Client Remarks

“If I had to do expense report audits internally, it would take two to three resources to accomplish what InterplX does with less than one. Another key benefit is that InterplX can adjust the audit selection criteria to address specific expense types, non-compliant users, high-dollar transactions, policy exceptions and more.”

“InterplX also provides detailed and summary audit reporting which allows us to benchmark our results versus other organizations. Plus, We always get a quick response from InterplX!”

Client

A leading pharmacy benefit management company.


Challenge

More than 210 million Americans receive drug benefits administered by companies such as this one. In 2012, this company acquired another drug benefits management company in a multi-billion dollar deal. The challenge: Integrating the two companies’ different expense management systems as quickly, efficiently, painlessly, and cost effectively as possible. In addition, the company operates under strict regulations from the federal government, so the new solution would have to ensure compliance with regulations.


Solution

Both companies had significant travel and entertainment expenses. The acquiring company used a client/server-based automated expense management system from one of the world’s largest software companies. The acquired company had been using a version of InterplX’s ExpenseNet® since 2000, and at the time of the sale, was using the latest on-demand cloud-based version.

After the sale, the company requested bids for a new travel & entertainment (T&E) expense automation solution for the combined companies from InterplX and the largest T&E expense management automation company in the nation. The incumbent client/server vendor was eliminated because of its dated architecture. In a head-to-head matchup between InterplX and the larger expense management company, InterplX won out because of its lower costs, and its demonstrated reputation for responsiveness and flexibility.


Results

The client was intensely focused on achieving efficiencies and economies of scale through a quick integration of the two companies. T&E expense management was a prime target, since the newly enlarged company would have over 10,000 employees using the system. And the need for compliance with Federal regulations was imperative. Implementing a new automated T&E expense management system of this scope can take 90-to-180 days or even longer. Working with a team of five employees from the company, InterplX had the entire combined workforce using ExpenseNet® configured to their exact needs in less than 60 days. The joint implementation team met every milestone in the project, allowing the company to begin reaping the cost savings from operating under a single solution from InterplX sooner rather than later.


Client Remarks

“It’s been great working so closely with the InterplX team. They are very organized and we are probably one of their most complex accounts – the government finance team had many requirements that had to be considered throughout the implementation. They were incredibly responsive to all of our questions, concerns, etc. ”
– Project Manager, Implementation Team

Client

A world-wide leader in the pharmaceutical industry.


Challenge

This company generated a significant number of expense reports annually. Managing the process was an onerous, costly and time-consuming activity that was not germane to their core business.


Solution

In partnership with a leading provider of employee relationship management software, InterplX implemented a suite of expense management and reporting services company-wide. The combined system is governed by automated business rules and workflow.

Following creation and supervisory approval of the expense report, InterplX begins its process of employee reimbursement, corporate card payment, and data transmission to the general ledger.

InterplX manages the receipt document submission workflow and follows-up with tardy employees to ensure compliance with this process. Expense reports with VAT eligible expenses are identified and forwarded to the reclamation auditor for processing.

In order to ensure Sarbanes Oxley compliance, InterplX audits a pre-established selection of reports for receipt verification and policy compliance and resolves discrepancies directly with the employee. Audit results, in addition to other InterplX generated activity are available to the client via InterplX’s web portal. All documentation is archived and managed by InterplX.


Results

The client has been able to reduce costs, increase productivity, significantly reduce the audit process and get an improved handle on its travel and entertainment spending. In addition to the cost savings, the automation of reporting, payment and audit has proven vital to the effective management of these tasks.


Client Remarks

“When we recognized the tremendous upside of outsourcing time-consuming and operationally inefficient tasks such as auditing, imaging and archiving of thousands of expense reports per year, InterplX’s service offering presented a sensible way to significantly save both time and money”
– Senior Director of Statutory Planning and Reporting

Client

Recognized as an industry pioneer, this client is a leading provider of sales and marketing services in the HealthCare Industry.


Challenge

Provide an automated expense management process that efficiently satisfies user’s needs, while ensuring compliance and control functions, fulfill the stringent requirements of not only Sarbanes Oxley but also the industry’s PhRMA code.


Solution

In concert with the client’s legacy expense reporting system, InterplX automated the receipt document submission workflow, providing managers electronic access to expense data and support documentation and speeding the approval process. InterplX then provided direct deposit reimbursement to employee’s bank accounts and paid their corporate cards. InterplX’s auditors provide complete compliance audits on selected expense reports and resolve any discrepancies directly with the employee.

Client administrators/managers have real time access to all activity and data as well as document images via InterplX’s web portal. Information can be exported from this site to provide for local analysis of expense spending, by employee, division, or vendor. This process also meets the client’s archiving requirements that InterplX manages.


Results

In addition to meeting the requirements of Sarbanes Oxley, the client was able to reduce the overall costs of processing an expense report, provide managers with a tool to analyze and control employee spending, and speed-up the reimbursement process, an important element in ensuring employee satisfaction.


Client Remarks

“Sarbanes Oxley compliance was a driving force in the changes we instituted in our employee expense management program. Not only did we achieve this goal on time but well within our budget. InterplX worked with us every step of the way to make this happen”

Client

A Fortune 500 consumer products company achieves outstanding results outsourcing their P-Card program to InterplX Expense Management.


Challenge

Find a way to ensure control and SOX compliance for a growing P-Card program without placing further burdens on cardholders. Cardholders felt the work of the accounting department was being pushed off on them. The client’s SOX committee required documentation to demonstrate that P-Card program was being properly controlled.


Solution

InterplX provided a full back office suite of services to manage the documentation and audits for all P-card statements. The corporate P-card provider downloads and distributes transaction details to each cardholder and to InterplX. Cardholders review transactions and attach required receipts. Statements and receipts are sent to the approver for signature. Approved statements are forwarded to InterplX where they are prepped, scanned and converted to digital image. InterplX then audits them according to the client’s business rules and policies. InterplX’s unqualified SSAE 16 (formerly SAS 70 Type II) audit opinion assures the SOX committee that the InterplX process is SOX-compliant.


Results

InterplX’s solution met this client’s needs when first installed and adapted easily when the client added new staff through acquisition. InterplX continues to upgrade and improve operational efficiency while maintaining the lowest cost service available.


Client Remarks

“InterplX overcame cardholder resistance and satisfied our SOX committee. They have made the accounting for card use easier for our cardholders and secure for our management. Today the program includes different types of cards, from basic P-cards for purchases under $1,000 to those used to pay for plate printing and packaging art that may go up to $100,000, with single transactions of $10,000 to $50,000”.

“Because of InterplX’s integrity and due diligence, our partnership has grown from a small auditing contract in only one of our divisions to now where they handle the P-card program for our entire corporation”.

“By using P-cards, our buyers have decreased their costs up to 95 percent, to as little as $4 per purchase”.

Client

The North American operations of a Global 1000 manufacturing company receives cost effective T&E and P-Card audit services from InterplX Expense Management.


Challenge

Provide an effective process for auditing over 20,000 expense reports with a combined value of more than three quarters of a million dollars. Allow for different audit selection criteria for the purchase card transactions versus the travel and entertainment transactions so that the finance and audit departments would be assured of policy compliance given that many approvers quickly approve expense reports without ever looking at any of the submitted documentation.


Solution

The company had already been using ExpenseNet® for both cash and card transactions, and basically the client just needed to ask InterplX to set up their accounts for “audit services”, which would then be used to ensure that approved expense reports were systematically reviewed for required documentation and non-reimbursable expenses. InterplX reviewed the client’s audit goals, documented their audit criteria, and setup their selection criteria. From there the software automatically flags transactions/reports for review and those are then checked by an InterplX auditor accordingly.


Results

InterplX’s audit services have been a huge time savings because hundreds of audits are conducted each month with an impressive level of consistency and completeness. In that process, simple audit exceptions, mostly for missing documentation, are routed via email directly to the user for resolution. Questionable exceptions that involve “unacceptable” charges are immediately reported to the client’s designated audit contact for review. In addition to the process cost savings, InterplX’s audit service has helped ensure proper documentation is archived and lead to a reduction in the amount of non-reimbursable expenses that would have previously been overlooked.


Client Remarks

“If I had to do expense report audits internally, it would take two to three resources to accomplish what InterplX does with less than one. Another key benefit is that InterplX can adjust the audit selection criteria to address specific expense types, non-compliant users, high-dollar transactions, policy exceptions and more.”

“InterplX also provides detailed and summary audit reporting which allows us to benchmark our results versus other organizations. Plus, We always get a quick response from InterplX!”

Client

A leading pharmacy benefit management company.


Challenge

More than 210 million Americans receive drug benefits administered by companies such as this one. In 2012, this company acquired another drug benefits management company in a multi-billion dollar deal. The challenge: Integrating the two companies’ different expense management systems as quickly, efficiently, painlessly, and cost effectively as possible. In addition, the company operates under strict regulations from the federal government, so the new solution would have to ensure compliance with regulations.


Solution

Both companies had significant travel and entertainment expenses. The acquiring company used a client/server-based automated expense management system from one of the world’s largest software companies. The acquired company had been using a version of InterplX’s ExpenseNet® since 2000, and at the time of the sale, was using the latest on-demand cloud-based version.

After the sale, the company requested bids for a new travel & entertainment (T&E) expense automation solution for the combined companies from InterplX and the largest T&E expense management automation company in the nation. The incumbent client/server vendor was eliminated because of its dated architecture. In a head-to-head matchup between InterplX and the larger expense management company, InterplX won out because of its lower costs, and its demonstrated reputation for responsiveness and flexibility.


Results

The client was intensely focused on achieving efficiencies and economies of scale through a quick integration of the two companies. T&E expense management was a prime target, since the newly enlarged company would have over 10,000 employees using the system. And the need for compliance with Federal regulations was imperative. Implementing a new automated T&E expense management system of this scope can take 90-to-180 days or even longer. Working with a team of five employees from the company, InterplX had the entire combined workforce using ExpenseNet® configured to their exact needs in less than 60 days. The joint implementation team met every milestone in the project, allowing the company to begin reaping the cost savings from operating under a single solution from InterplX sooner rather than later.


Client Remarks

“It’s been great working so closely with the InterplX team. They are very organized and we are probably one of their most complex accounts – the government finance team had many requirements that had to be considered throughout the implementation. They were incredibly responsive to all of our questions, concerns, etc. ”
– Project Manager, Implementation Team

Client

A world-wide leader in the pharmaceutical industry.


Challenge

This company generated a significant number of expense reports annually. Managing the process was an onerous, costly and time-consuming activity that was not germane to their core business.


Solution

In partnership with a leading provider of employee relationship management software, InterplX implemented a suite of expense management and reporting services company-wide. The combined system is governed by automated business rules and workflow.

Following creation and supervisory approval of the expense report, InterplX begins its process of employee reimbursement, corporate card payment, and data transmission to the general ledger.

InterplX manages the receipt document submission workflow and follows-up with tardy employees to ensure compliance with this process. Expense reports with VAT eligible expenses are identified and forwarded to the reclamation auditor for processing.

In order to ensure Sarbanes Oxley compliance, InterplX audits a pre-established selection of reports for receipt verification and policy compliance and resolves discrepancies directly with the employee. Audit results, in addition to other InterplX generated activity are available to the client via InterplX’s web portal. All documentation is archived and managed by InterplX.


Results

The client has been able to reduce costs, increase productivity, significantly reduce the audit process and get an improved handle on its travel and entertainment spending. In addition to the cost savings, the automation of reporting, payment and audit has proven vital to the effective management of these tasks.


Client Remarks

“When we recognized the tremendous upside of outsourcing time-consuming and operationally inefficient tasks such as auditing, imaging and archiving of thousands of expense reports per year, InterplX’s service offering presented a sensible way to significantly save both time and money”
– Senior Director of Statutory Planning and Reporting

Client

Recognized as an industry pioneer, this client is a leading provider of sales and marketing services in the HealthCare Industry.


Challenge

Provide an automated expense management process that efficiently satisfies user’s needs, while ensuring compliance and control functions, fulfill the stringent requirements of not only Sarbanes Oxley but also the industry’s PhRMA code.


Solution

In concert with the client’s legacy expense reporting system, InterplX automated the receipt document submission workflow, providing managers electronic access to expense data and support documentation and speeding the approval process. InterplX then provided direct deposit reimbursement to employee’s bank accounts and paid their corporate cards. InterplX’s auditors provide complete compliance audits on selected expense reports and resolve any discrepancies directly with the employee.

Client administrators/managers have real time access to all activity and data as well as document images via InterplX’s web portal. Information can be exported from this site to provide for local analysis of expense spending, by employee, division, or vendor. This process also meets the client’s archiving requirements that InterplX manages.


Results

In addition to meeting the requirements of Sarbanes Oxley, the client was able to reduce the overall costs of processing an expense report, provide managers with a tool to analyze and control employee spending, and speed-up the reimbursement process, an important element in ensuring employee satisfaction.


Client Remarks

“Sarbanes Oxley compliance was a driving force in the changes we instituted in our employee expense management program. Not only did we achieve this goal on time but well within our budget. InterplX worked with us every step of the way to make this happen”

Client

A Fortune 500 consumer products company achieves outstanding results outsourcing their P-Card program to InterplX Expense Management.


Challenge

Find a way to ensure control and SOX compliance for a growing P-Card program without placing further burdens on cardholders. Cardholders felt the work of the accounting department was being pushed off on them. The client’s SOX committee required documentation to demonstrate that P-Card program was being properly controlled.


Solution

InterplX provided a full back office suite of services to manage the documentation and audits for all P-card statements. The corporate P-card provider downloads and distributes transaction details to each cardholder and to InterplX. Cardholders review transactions and attach required receipts. Statements and receipts are sent to the approver for signature. Approved statements are forwarded to InterplX where they are prepped, scanned and converted to digital image. InterplX then audits them according to the client’s business rules and policies. InterplX’s unqualified SSAE 16 (formerly SAS 70 Type II) audit opinion assures the SOX committee that the InterplX process is SOX-compliant.


Results

InterplX’s solution met this client’s needs when first installed and adapted easily when the client added new staff through acquisition. InterplX continues to upgrade and improve operational efficiency while maintaining the lowest cost service available.


Client Remarks

“InterplX overcame cardholder resistance and satisfied our SOX committee. They have made the accounting for card use easier for our cardholders and secure for our management. Today the program includes different types of cards, from basic P-cards for purchases under $1,000 to those used to pay for plate printing and packaging art that may go up to $100,000, with single transactions of $10,000 to $50,000”.

“Because of InterplX’s integrity and due diligence, our partnership has grown from a small auditing contract in only one of our divisions to now where they handle the P-card program for our entire corporation”.

“By using P-cards, our buyers have decreased their costs up to 95 percent, to as little as $4 per purchase”.

Quit fussing with paper expense reports and piles of receipts. It’s time for a smart, easy solution.

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