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Based in Derry, he brings over 15 years of marketing experience to our content strategy. Outside of work, Chris loves spending time with his two young children, playing football, and exploring Ireland. 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Cloud storage and online collaboration tools help teams work faster and more conveniently, with compliance and security baked in.",[119],{"type":61,"attrs":120},{"color":121},"#111418",{"type":51,"attrs":123,"content":125},{"textAlign":53,"key":124},"p-1",[126,128,133,135,139],{"text":127,"type":58},"But when it comes to ",{"text":129,"type":58,"marks":130},"business expenses",[131],{"type":132},"bold",{"text":134,"type":58},", most companies are stuck in the past. ",{"text":136,"type":58,"marks":137},"Paper receipts, endless approval chains, and reimbursement delays ",[138],{"type":132},{"text":140,"type":58},"— sound familiar? Despite all our modern tools, expense management still feels like it belongs in another century.",{"type":51,"attrs":142,"content":144},{"textAlign":53,"key":143},"p-2",[145,149],{"text":146,"type":58,"marks":147},"Why do we tolerate such outdated, time-consuming processes?",[148],{"type":132},{"text":150,"type":58}," Why aren’t we as demanding about convenience and speed for company spending as we are for everything else at work?",{"type":51,"attrs":152,"content":154},{"textAlign":53,"key":153},"p-3",[155,157,165],{"text":156,"type":58},"In this post, we’ll show you just how broken standard ",{"text":158,"type":58,"marks":159},"expense management",[160],{"type":161,"attrs":162},"link",{"href":163,"uuid":53,"anchor":53,"target":164,"linktype":35},"https://www.spendesk.com/expense-management-software/","_self",{"text":166,"type":58}," really is — often in ways you might not even notice. We’ll focus on three big headaches:",{"type":168,"content":169},"bullet_list",[170,179,187],{"type":171,"content":172},"list_item",[173],{"type":51,"attrs":174,"content":176},{"textAlign":53,"key":175},"p-4",[177],{"text":178,"type":58},"Expense claims",{"type":171,"content":180},[181],{"type":51,"attrs":182,"content":184},{"textAlign":53,"key":183},"p-5",[185],{"text":186,"type":58},"Company credit cards",{"type":171,"content":188},[189],{"type":51,"attrs":190,"content":192},{"textAlign":53,"key":191},"p-6",[193],{"text":194,"type":58},"Supplier invoices",{"type":51,"attrs":196,"content":198},{"textAlign":53,"key":197},"p-7",[199,201,205],{"text":200,"type":58},"And, most importantly, we’ll show you how ",{"text":202,"type":58,"marks":203},"smart, modern tools",[204],{"type":132},{"text":206,"type":58}," can fix these issues for good, saving your team time and sanity.",{"type":208,"attrs":209,"content":211},"heading",{"level":210,"textAlign":53},2,[212,214,219],{"text":213,"type":58},"Classic spending systems ",{"text":215,"type":58,"marks":216},"–",[217],{"type":61,"attrs":218},{"color":121},{"text":220,"type":58}," clunky, slow, and generally hated",{"type":222,"attrs":223},"blok",{"id":224,"body":225},"68943b3f-bfb1-433f-b246-23415e0107a1",[226],{"_uid":227,"type":25,"asset":228,"caption":25,"overlay":233,"component":234},"i-e100f8c0-f833-4883-9196-eb2d739aea74",{"id":229,"alt":230,"name":25,"focus":25,"title":25,"source":25,"filename":231,"copyright":25,"fieldtype":31,"meta_data":232,"is_external_url":27},22288359,"Person using a calculator with a laptop and documents on the desk, writing notes.","https://a.storyblok.com/f/146026/8192x5464/9622a528cf/company-spending.jpg",{"alt":230,"title":25,"source":25,"copyright":25},[],"image",{"type":51,"attrs":236,"content":238},{"textAlign":53,"key":237},"p-8",[239],{"text":240,"type":58},"Most companies use the same old system: employees pay out of pocket, submit claims, and wait weeks to get reimbursed. Or they borrow a company card and send receipts to finance, who then have to chase approvals and reconcile everything by hand.",{"type":51,"attrs":242,"content":244},{"textAlign":53,"key":243},"p-9",[245],{"text":246,"type":58},"Even supplier invoices, which should be straightforward, often end up in a mess of emails and manual data entry. In the end, every expense hits the finance team’s desk and eats up valuable time.",{"type":208,"attrs":248,"content":250},{"level":249,"textAlign":53},3,[251],{"text":252,"type":58},"How companies process expense claims",{"type":51,"attrs":254,"content":256},{"textAlign":53,"key":255},"p-10",[257],{"text":258,"type":58},"Here's how most businesses handle expense claims:",{"type":260,"attrs":261,"content":264},"ordered_list",{"order":262,"key":263},1,"ol-0",[265,273,281,289,297,305,313,321],{"type":171,"content":266},[267],{"type":51,"attrs":268,"content":270},{"textAlign":53,"key":269},"p-11",[271],{"text":272,"type":58},"An employee pays for something with their own money.",{"type":171,"content":274},[275],{"type":51,"attrs":276,"content":278},{"textAlign":53,"key":277},"p-12",[279],{"text":280,"type":58},"They (hopefully) save the receipt.",{"type":171,"content":282},[283],{"type":51,"attrs":284,"content":286},{"textAlign":53,"key":285},"p-13",[287],{"text":288,"type":58},"At the end of the week or month, they submit an expense claim.",{"type":171,"content":290},[291],{"type":51,"attrs":292,"content":294},{"textAlign":53,"key":293},"p-14",[295],{"text":296,"type":58},"The claim goes to finance, who might need approval from a manager.",{"type":171,"content":298},[299],{"type":51,"attrs":300,"content":302},{"textAlign":53,"key":301},"p-15",[303],{"text":304,"type":58},"Finance enters the data into spreadsheets or an ERP.",{"type":171,"content":306},[307],{"type":51,"attrs":308,"content":310},{"textAlign":53,"key":309},"p-16",[311],{"text":312,"type":58},"Reimbursement is scheduled – often weeks later.",{"type":171,"content":314},[315],{"type":51,"attrs":316,"content":318},{"textAlign":53,"key":317},"p-17",[319],{"text":320,"type":58},"The details go into accounting software or to external accountants.",{"type":171,"content":322},[323],{"type":51,"attrs":324,"content":326},{"textAlign":53,"key":325},"p-18",[327],{"text":328,"type":58},"Eventually, the employee gets paid back.",{"type":51,"attrs":330,"content":332},{"textAlign":53,"key":331},"p-19",[333],{"text":334,"type":58,"marks":335},"It’s easy to think of this as “just the way things are.” But it’s inefficient for everyone – and especially discouraging for employees who are out of pocket for a period of time.",[336],{"type":61,"attrs":337},{"color":121},{"type":208,"attrs":339,"content":340},{"level":249,"textAlign":53},[341],{"text":342,"type":58},"How businesses use company cards",{"type":51,"attrs":344,"content":346},{"textAlign":53,"key":345},"p-20",[347],{"text":348,"type":58},"If your team uses company cards, the process isn’t much better:",{"type":260,"attrs":350,"content":352},{"order":262,"key":351},"ol-1",[353,361,369,377,385],{"type":171,"content":354},[355],{"type":51,"attrs":356,"content":358},{"textAlign":53,"key":357},"p-21",[359],{"text":360,"type":58},"An employee asks for permission to use the card.",{"type":171,"content":362},[363],{"type":51,"attrs":364,"content":366},{"textAlign":53,"key":365},"p-22",[367],{"text":368,"type":58},"They track down the card (not always easy).",{"type":171,"content":370},[371],{"type":51,"attrs":372,"content":374},{"textAlign":53,"key":373},"p-23",[375],{"text":376,"type":58},"They make the purchase and save the receipt.",{"type":171,"content":378},[379],{"type":51,"attrs":380,"content":382},{"textAlign":53,"key":381},"p-24",[383],{"text":384,"type":58},"They send the proof to finance, who must match it to the statement.",{"type":171,"content":386},[387],{"type":51,"attrs":388,"content":390},{"textAlign":53,"key":389},"p-25",[391],{"text":392,"type":58},"All data is manually entered into accounting tools.",{"type":51,"attrs":394,"content":396},{"textAlign":53,"key":395},"p-26",[397,399,403],{"text":398,"type":58},"Oversight is poor, approvals are unclear, and ",{"text":400,"type":58,"marks":401},"finance is still buried in manual 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Confusion, delays, and wasted time.",{"type":208,"attrs":483,"content":484},{"level":210,"textAlign":53},[485],{"text":486,"type":58},"What makes company spending painful?",{"type":51,"attrs":488,"content":489},{"textAlign":53,"key":54},[490],{"text":491,"type":58},"Let’s look at an example: Simone, a sales rep, buys £8.50 worth of whiteboard markers for a client meeting. By the time she’s tracked her receipt, filled out a report, chased down approvals, and waited for reimbursement, weeks have passed – and the process has touched half a dozen people.",{"type":51,"attrs":493,"content":494},{"textAlign":53,"key":124},[495],{"text":496,"type":58},"This kind of inefficiency drains time, morale, and resources.",{"type":208,"attrs":498,"content":499},{"level":249,"textAlign":53},[500],{"text":501,"type":58},"Pressure on frontline staff",{"type":51,"attrs":503,"content":504},{"textAlign":53,"key":143},[505],{"text":506,"type":58},"Simone, like many employees, has to use her own money for work expenses and then wait weeks or months for reimbursement. The process is slow, and the amounts can quickly add up.",{"type":51,"attrs":508,"content":509},{"textAlign":53,"key":153},[510],{"text":511,"type":58},"We wouldn’t ask friends or family to wait that long for repayment – so why do it to our staff?",{"type":208,"attrs":513,"content":514},{"level":249,"textAlign":53},[515],{"text":516,"type":58},"Even more pressure on your finance team",{"type":51,"attrs":518,"content":519},{"textAlign":53,"key":175},[520],{"text":521,"type":58,"marks":522},"Finance teams spend far too much time chasing receipts and reconciling transactions, instead of focusing on strategic work.",[523],{"type":61,"attrs":524},{"color":121},{"type":208,"attrs":526,"content":527},{"level":249,"textAlign":53},[528],{"text":529,"type":58},"Too many people involved",{"type":51,"attrs":531,"content":532},{"textAlign":53,"key":183},[533],{"text":534,"type":58,"marks":535},"A standard expense claim can involve three or more people – the employee, their manager, finance, and sometimes HR or admin. Each additional step slows things down and creates more opportunities for errors.",[536],{"type":61,"attrs":537},{"color":121},{"type":208,"attrs":539,"content":540},{"level":249,"textAlign":53},[541],{"text":542,"type":58},"Inefficient and inconvenient",{"type":51,"attrs":544,"content":545},{"textAlign":53,"key":191},[546],{"text":547,"type":58,"marks":548},"Manual, paper-based processes waste time and distract your best people from work that actually grows your business.",[549],{"type":61,"attrs":550},{"color":121},{"type":208,"attrs":552,"content":553},{"level":249,"textAlign":53},[554],{"text":555,"type":58},"Serious security flaws",{"type":51,"attrs":557,"content":558},{"textAlign":53,"key":197},[559],{"text":560,"type":58,"marks":561},"With so much paperwork, it’s almost impossible to see what’s being spent in real time. This opens the door to:",[562],{"type":61,"attrs":563},{"color":121},{"type":168,"content":565},[566,583,590],{"type":171,"content":567},[568],{"type":51,"attrs":569,"content":570},{"textAlign":53,"key":237},[571,578],{"text":572,"type":58,"marks":573},"Maverick spend",[574],{"type":161,"attrs":575},{"href":576,"uuid":53,"anchor":53,"target":577,"linktype":35},"https://www.spendesk.com/glossary/maverick-spend/","_blank",{"text":579,"type":58,"marks":580}," (unauthorised or unexpected purchases)",[581],{"type":61,"attrs":582},{"color":121},{"type":171,"content":584},[585],{"type":51,"attrs":586,"content":587},{"textAlign":53,"key":243},[588],{"text":589,"type":58},"Overspending and expense padding",{"type":171,"content":591},[592],{"type":51,"attrs":593,"content":594},{"textAlign":53,"key":255},[595],{"text":596,"type":58},"Credit card fraud",{"type":51,"attrs":598,"content":599},{"textAlign":53,"key":269},[600],{"text":601,"type":58,"marks":602},"The best way to reduce these risks is to move expense management to real time.",[603],{"type":61,"attrs":604},{"color":121},{"type":208,"attrs":606,"content":607},{"level":210,"textAlign":53},[608],{"text":609,"type":58},"Why do we put up with this?",{"type":51,"attrs":611,"content":612},{"textAlign":53,"key":277},[613],{"text":614,"type":58},"Personal spending technology has evolved – think Amazon one-click or digital wallets – but business expenses lag behind. Why?",{"type":168,"content":616},[617,628],{"type":171,"content":618},[619],{"type":51,"attrs":620,"content":621},{"textAlign":53,"key":285},[622,626],{"text":623,"type":58,"marks":624},"Lack of awareness:",[625],{"type":132},{"text":627,"type":58}," Most people don’t know there are better options.",{"type":171,"content":629},[630],{"type":51,"attrs":631,"content":632},{"textAlign":53,"key":293},[633,637],{"text":634,"type":58,"marks":635},"Distance from the problem:",[636],{"type":132},{"text":638,"type":58}," The decision-makers aren’t the ones filling out forms or chasing receipts.",{"type":51,"attrs":640,"content":641},{"textAlign":53,"key":301},[642,644,657],{"text":643,"type":58},"But there’s a better way: integrated ",{"text":645,"type":58,"marks":646},"spend management tools",[647],{"type":161,"attrs":648},{"href":649,"uuid":650,"anchor":53,"target":164,"linktype":651,"story":652},"/blog/spend-management-software","a3acaca7-80c8-4a56-b8db-3b1da7d9e324","story",{"name":653,"id":654,"uuid":650,"slug":655,"url":656,"full_slug":656,"_stopResolving":39},"10 top spend management software solutions",208736523,"spend-management-software","blog/spend-management-software",{"text":404,"type":58},{"type":208,"attrs":659,"content":660},{"level":210,"textAlign":53},[661,663,667],{"text":662,"type":58},"Integrated spend management ",{"text":664,"type":58,"marks":665},"– a ",[666],{"type":132},{"text":668,"type":58},"smart, responsive solution",{"type":51,"attrs":670,"content":671},{"textAlign":53,"key":309},[672,677,683],{"text":673,"type":58,"marks":674},"Platforms like ",[675],{"type":61,"attrs":676},{"color":121},{"text":678,"type":58,"marks":679},"Spendesk",[680],{"type":161,"attrs":681},{"href":682,"uuid":53,"anchor":53,"target":577,"linktype":35},"https://www.spendesk.com/",{"text":684,"type":58,"marks":685}," decentralise expense management, automate approvals, and give teams the freedom to spend responsibly – without losing control.",[686],{"type":61,"attrs":687},{"color":121},{"type":208,"attrs":689,"content":690},{"level":249,"textAlign":53},[691],{"text":692,"type":58},"How they work",{"type":168,"content":694},[695,719,742],{"type":171,"content":696},[697],{"type":51,"attrs":698,"content":699},{"textAlign":53,"key":317},[700,704,706,718],{"text":701,"type":58,"marks":702},"Expense claim automation:",[703],{"type":132},{"text":705,"type":58}," Employees submit claims instantly and receive fast reimbursement. 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Subscribe to our newsletter to stay informed.",[2233,2234],"08873884-f99d-46d2-9481-0563134fdd37","2ef12409-8f14-46b2-a8d0-0175290269ec",[2236],{"cta":2237,"_uid":2238,"items":2239,"heading":2365,"reverse":27,"component":2386,"sectionSettings":2387},[],"1320905c-cdee-41a4-bbec-6d93ca2e4e3f",[2240,2308],{"_uid":2241,"title":2242,"component":2243,"description":2244},"dfc0accd-ab64-464a-8597-b76754748f04","What is spend management?","faqItem",{"type":48,"content":2245},[2246,2250],{"type":51,"content":2247},[2248],{"text":2249,"type":58},"Business spending includes different types of spend:",{"type":260,"attrs":2251,"content":2253},{"order":2252,"key":263},{"order":262},[2254,2265,2276],{"type":171,"content":2255},[2256],{"type":51,"content":2257},[2258,2262,2264],{"text":2259,"type":58,"marks":2260},"Strategic",[2261],{"type":132},{"text":2263,"type":58}," spend is usually centralized and managed by C-level executives with dedicated spenders. 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Step-by-step guide with practical tips.",[2447],{"_uid":2448,"items":2449,"heading":2493,"reverse":27,"component":2386,"sectionSettings":2510},"8e68afda-357e-42bd-a7ba-dc5651f7b09e",[2450,2458,2466,2475,2484],{"_uid":2451,"title":2242,"component":2243,"description":2452},"525c85cb-e529-4e4b-b8e5-f27d7a960320",{"type":48,"content":2453},[2454],{"type":51,"content":2455},[2456],{"text":2457,"type":58},"Spend management is the end-to-end process of controlling company spending across cards, invoices, subscriptions, and expense claims. Spendesk centralizes payments, provides employee and virtual cards, enforces approval workflows, captures receipts via mobile, and tags transactions with VAT rates and accounting codes for reconciliation. 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Learn what matters for enterprise teams: holistic control, bookkeeping automation, and European compliance.",[],[2572],{"_uid":2573,"items":2574,"heading":2611,"reverse":27,"component":2386,"sectionSettings":2629},"5bfdd095-ae58-4188-b743-47c268aebb25",[2575,2584,2593,2602],{"_uid":2576,"title":2577,"component":2243,"description":2578},"4263c609-97e9-41ff-a77f-169492edb9dc","What is the best spend management tool for finance teams?",{"type":48,"content":2579},[2580],{"type":51,"content":2581},[2582],{"text":2583,"type":58},"Spendesk is a robust spend management platform for finance teams because it combines virtual and physical corporate cards, automated expense reporting, customizable approval workflows, and real-time spend visibility to centralize control. Spendesk's per-card limits and budget tracking shorten reconciliation and integrate with accounting exports to accelerate month-end close.",{"_uid":2585,"title":2586,"component":2243,"description":2587},"d4d74e95-70af-4c28-8d08-f22fc4bec71d","How does Spendesk compare to other spend management tools like Brex or Ramp?",{"type":48,"content":2588},[2589],{"type":51,"content":2590},[2591],{"text":2592,"type":58},"Spendesk differentiates from other spend management tools by offering combined virtual and physical cards, built-in invoice automation, granular approval workflows, and customizable budget controls designed for multi-entity finance teams. 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