Travel expense accounting - Is the right software enough? What else is needed?
Travel expense reporting – is the right software enough? Or what else is needed?
Travel expense accounting - Is the right software enough? What else is needed?
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Back to the topic in the title. We have recently received feedback that we came 3rd in a selection process. That's perfectly all right because we certainly don't fit the bill in every case.
However, it has once again made us think about all the possible reasons for or against a collaboration. And perhaps you are also currently faced with the decision of which software to choose, and it doesn't really matter whether it's travel expense accounting, HR software, ERP or something else.
What is the right software?
In over 25 years, I have experienced many software selection processes. And from many different perspectives. Sometimes I was on the selling side, sometimes I bought software for our company and, last but not least, I have advised several companies in such procurement processes.
The same question came up again and again: Is there the RIGHT software or the BEST software? And if so, what characterises it?
In our experience, there is NO such thing. There are FIT and UNFIT!
It depends on you.
- What goals are you pursuing with the project?
- What is the current status? (Or where are you coming from?)
- Which other departments, processes, software systems are affected by the project?
- What budget is available?
- What are your personal preferences?
- And so on…
Now, of course, you can create a complex specification on this basis and try to objectivise the selection process. In our view, however, this is not necessary. If you answer a few of the questions clearly and openly and accept that every decision will always be subjective, you can reach your goal very pragmatically and thus save time and resources.
Is the right software sufficient? What about the project and the training?
Even though I wrote above about a pragmatic approach to finding the right software, it is also clear that the market for travel expense accounting software or travel expense apps is becoming increasingly confusing. More and more providers are coming onto the market and now even Instagram and TikTok have adverts telling us that we ‘only’ need this app and all our problems are solved. And of course it's always very simple.
So it's always worth taking a closer look.
Let's assume you've found the right software for you. What happens now?
Some providers say that everything is really simple. Download the app and get started. Why do you need a project or training?
However, if you really want the software to be right for you, we believe that you will need to discuss a few settings/customisations. Here is just a small selection of topics which pertain to our area of expertise, travel expense. However similar specific details can be found in any process be it payroll, accounting, controlling etc.:
- 3-month rule or no rule (and if yes, how is continued payment handled)
- Additional daily allowances either statutory or deviating (and the taxes thereof)
- Mileage allowance (including electromobility) - see above
- What does the process look like before and after the trip
- Who is allowed to check who and how and when
- What about the integration into the financial accounting and payroll accounting
- Etc.
Sometimes we say somewhat exaggeratedly: ‘If you can't adjust anything, you don't need a project.’ But then this is the right solution according to the motto ‘one fits all’.
And beyond the technical adaptation of the software to your needs: How often have you already digitised travel expense accounting so that 100% of all processes and receipts are digital?
Isn't it better to pay attention to the accompanying partner in addition to the software? Isn't it better to work with someone who has travelled this path 100 times before, knows the pitfalls and knows the appropriate solutions or work arounds?
We are convinced that it is not a weakness, but very intelligent, to be accompanied in the process. And the support should have YOUR interests in mind, should also ask you the questions from above regarding goals, budget, etc. before the project.
It should not be misunderstood: We need good software manufacturers. However, their business model is usually aimed at growing user numbers and scaling. Service and project work require good employees, and they are usually expensive. Unfortunately, this is where manufacturers too often cut corners. The few employees are then overloaded with too many projects, which often leads to errors and/or poor communication in the project.
Does this sound familiar to you?
Was there something else? What happens after the go-live?
Let's just assume that you have found the right software. And you were also guided by good advice during the project. Congratulations! (Unfortunately, you don't hear that very often).
What happens now you are operational with your new software? How do you contact someone once you have a question, a problem or encounter an error? Do you use a ticket system, or do you have to listen endlessly to a robotic voice on the phone and punch in numbers repeatedly, only to give up in despair after 45 minutes of wasted effort?
Of course, today there are really good products available for digitising travel expense accounting. And yes, the apps are usually quite easy to use, even without intensive training. At the same time, support is always needed, especially in the specialist departments (FI and HR). Errors creep in, things are forgotten or there is simply a need for adjustments because guidelines have changed.
In our experience, long-term satisfaction is almost only achieved in this phase if the support is direct, friendly, competent and fast. And this type of support is definitely more important than one or two more or fewer functions or a certain price difference in the project.
Conclusion
As in any market (e.g. automobiles), there are more and more providers of travel expense accounting software, some of which offer considerable price differences, although it is not always obvious why these are justified. Even if in the end they all somehow account for travel expenses, there can be considerable functional differences. Some solutions are quite hard standard and others are flexibly customisable.
These differences are good. They give you the opportunity to move away from ‘right’ and ‘wrong’ and find a solution that suits you.
However, when making your choice, always consider the AFTER. In the case of a car, you would ask: ‘Are there any garages nearby for servicing? Are they competent and friendly? How long will I have to wait for an appointment?’
So ask yourself the same question:
Who will accompany me to the peak of digitalisation? And why can I trust this companion?
What happens during ongoing operations? How is the support organised? Do satisfied customers confirm this?
If you would like to find out for yourself whether this is relevant at all or what the first concrete steps could look like for you, we will be happy to help you. For this reason, we offer free consultations lasting approx. 1 hour. In these 45 - 60 minutes, we work with you to find out where you stand and what your specific path to digitalisation could look like.
If this is of interest to you, please book an appointment directly here.
In any case, as always, we look forward to your feedback.
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