ExpensAble Streamlines Expense Management Process for Industry-Leading IT Firm

The Company

SA IT Services has been an industry leader for more than 20 years, providing managed and professional IT services from installations, maintenance and technology upgrades of hardware and software to network assessments, optimization and cloud hosting. SA IT is continuously building new competencies to grow the company, most recently on developing and offering software and infrastructure as a service (SaaS, IaaS), while maintaining the highest service rating in the industry.

The company has more than 300 technicians and account managers located throughout the country, which made the existing manual expense management process especially cumbersome. “We were already using an expense management product, but we were dissatisfied with the service,” says Christine Hause, chief human resources officer. “We were shopping for comparison quotes, and that’s when we found Insperity™ ExpensAble®.”

The Challenge

With a national base of more than 300 technicians and account managers, SA IT Service’s existing manual expense management process proved to be difficult and provided little visibility into company spending.

The Solution

“ExpensAble’s services were attractive, the pricing was competitive and the sales approach was consultative. They came up with a customized plan that was what we were looking for,” says Hause.

The goal of implementing ExpensAble was to streamline the expense reporting and approval process to relieve field personnel from an inefficient process and eliminate duplicate reporting of expenses on the back-end. SA IT was also looking to improve workflow and shorten the time it took to reimburse employees.

By automating its expense management process through ExpensAble, SA IT has improved workflow, consolidated expense data into one online location and drastically reduced report-to-reimbursement timeframe.

“We now have visibility into spending on each account, so we can make better business decisions,” Hause says. “We can see exactly how much money we’re spending to support each customer. We can see if we’re staying on budget or if we need to adjust that amount, and even if the expenditures warrant invoicing a customer weekly.”

The Value

SA IT has had a 40 percent cost reduction. Savings are based on the time it took to complete expense reports with the previous vendor’s system versus automating expense data and importing it directly into the accounting ledger using ExpensAble.

“ExpensAble is helping SA IT run better,” says Hause. “From implementation on, service has been excellent. We’ve been through some scary implementations, and this one was so smooth we didn’t even know it was happening.”

SA IT’s employees find the software easy to use, too.

“We had no push-back from the field when we moved to ExpensAble,” Hause says. “It has been easy and efficient to use, everything was up and running quickly. We couldn’t be happier with our expense management process through ExpensAble.”

With the addition of a new CEO in the past year, SA IT is experiencing growth. There have been key position changes and development efforts in multiple areas of the organization.

“We know we can rely on ExpensAble to grow with us, and growth would be much more cumbersome if we didn’t have them,” says Hause. “I would absolutely recommend ExpensAble to other companies.”

From efficiency to time savings to compliance and accuracy, Hause feels the system offers an easy solution to expense management.

“ExpensAble allows us to focus on growing our business and supporting our customers rather than worrying about the backend needs of reporting and approving expenses,” Hause says.

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