[{"data":1,"prerenderedAt":2354},["ShallowReactive",2],{"en-blog/expense-management-hidden-costs":3,"en-global-content":453,"en-article-global-content":1676,"en-blog-article-more-articles-208729883":1936},{"name":4,"created_at":5,"published_at":6,"updated_at":7,"id":8,"uuid":9,"content":10,"slug":441,"full_slug":442,"sort_by_date":60,"position":443,"tag_list":444,"is_startpage":30,"parent_id":445,"meta_data":60,"group_id":446,"first_published_at":447,"release_id":60,"lang":66,"path":60,"alternates":448,"default_full_slug":442,"translated_slugs":449},"The hidden costs of manual expense management","2022-10-24T15:37:39.494Z","2026-09-29T09:46:42.250Z","2026-09-29T09:46:42.269Z",208729883,"74235e7d-85a7-4d5b-b657-14d7ad795091",{"_uid":11,"roles":12,"title":4,"author":13,"topics":76,"content":108,"category":333,"language":358,"component":346,"heroMedia":361,"sidebarCta":368,"publishedAt":369,"readingTime":370,"redirectUrl":24,"listingImage":371,"metaDescription":372,"componentsAfterTheArticle":373},"be12d38e-b1ce-4ce6-9fd8-60c91a51708e",[],{"name":14,"created_at":15,"published_at":16,"updated_at":17,"id":18,"uuid":19,"content":20,"slug":58,"full_slug":59,"sort_by_date":60,"position":61,"tag_list":62,"is_startpage":30,"parent_id":63,"meta_data":60,"group_id":64,"first_published_at":65,"release_id":60,"lang":66,"path":60,"alternates":67,"default_full_slug":59,"translated_slugs":68,"_stopResolving":75},"Faustine Rohr-Lacoste","2022-10-19T17:35:55.545Z","2026-03-12T10:47:18.012Z","2026-03-12T10:47:19.862Z",206165068,"d4a7ed1e-5d21-41fb-bb7c-2c248ea8e138",{"_uid":21,"name":14,"links":22,"picture":44,"lastName":46,"component":47,"firstName":48,"description":49},"679675f6-4bbb-4803-9de2-e5f8782359b3",[23,37],{"tag":24,"_uid":25,"icon":26,"link":31,"type":24,"label":24,"style":35,"component":36,"onClickEvent":24,"openInANewTab":30,"horizontalFill":30},"","0b7430de-7fc4-469d-8538-693cf73ae98c",{"id":27,"alt":24,"name":24,"focus":24,"title":24,"filename":28,"copyright":24,"fieldtype":29,"is_external_url":30},4129791,"https://a.storyblok.com/f/146026/x/315bd7d0c7/ic_linkedin.svg","asset",false,{"id":24,"url":32,"linktype":33,"fieldtype":34,"cached_url":32},"https://www.linkedin.com/in/faustine-rohr-lacoste-47787393/","url","multilink","primary","cta",{"tag":24,"_uid":38,"icon":39,"link":42,"type":24,"label":24,"style":35,"component":36,"onClickEvent":24,"openInANewTab":30,"horizontalFill":30},"083f5ccf-d27f-49fa-a4e3-cae1940a4da4",{"id":40,"alt":24,"name":24,"focus":24,"title":24,"filename":41,"copyright":24,"fieldtype":29,"is_external_url":30},4129793,"https://a.storyblok.com/f/146026/x/9a557168a2/ic_twitter.svg",{"id":24,"url":43,"linktype":33,"fieldtype":34,"cached_url":43},"https://twitter.com/FaustineRL",{"alt":45,"name":24,"focus":24,"title":24,"filename":45,"copyright":24,"fieldtype":29,"is_external_url":30},"https://a.storyblok.com/f/146026/433x433/27a687f561/faustine-photo.png","Rohr-Lacoste","author","Faustine",{"type":50,"content":51},"doc",[52],{"type":53,"content":54},"paragraph",[55],{"text":56,"type":57},"Faustine is Head of Community at Spendesk. 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In fact, companies often underestimate just how expensive it can be.",[129],{"type":116},{"type":53,"content":131},[132],{"text":133,"type":57,"marks":134},"So how much does it cost to manually process an expense report?",[135],{"type":116},{"type":137,"attrs":138,"content":140},"heading",{"level":139},2,[141],{"text":142,"type":57},"The direct costs of expense management",{"type":53,"content":144},[145,152,154,158],{"text":146,"type":57,"marks":147},"Managing expense reports",[148],{"type":122,"attrs":149},{"href":150,"uuid":151,"title":60,"anchor":60,"target":60,"linktype":125},"best-expense-management-software","eeff430d-44b1-4210-b667-9ec388af9f5a",{"text":153,"type":57}," is expensive because the reality is that the entire company is involved in processing them, which means ",{"text":155,"type":57,"marks":156},"time is wasted",[157],{"type":116},{"text":159,"type":57},", which costs the company money:",{"type":161,"attrs":162,"content":164},"bullet_list",{"tight":30,"key":163},"ul-0",[165,172,184,190],{"type":166,"content":167},"list_item",[168],{"type":53,"content":169},[170],{"text":171,"type":57},"The employee: fills out the expense form, gathers proofs of payment and submits them to their manager",{"type":166,"content":173},[174],{"type":53,"content":175},[176,178],{"text":177,"type":57},"The manager: takes – or indeed wastes – time validating and checking each ",{"text":179,"type":57,"marks":180},"expense claim",[181],{"type":122,"attrs":182},{"href":183,"title":60},"https://www.spendesk.com/glossary/expense-claims/",{"type":166,"content":185},[186],{"type":53,"content":187},[188],{"text":189,"type":57},"The accountant checks the information supplied, that all proofs of payment have been included, and saves the expense report",{"type":166,"content":191},[192],{"type":53,"content":193},[194],{"text":195,"type":57},"The finance team sees after reimbursing the employee",{"type":53,"content":197},[198,202],{"text":199,"type":57,"marks":200},"Processing a single expense report from start to finish is a 30-day operation and takes 50 minutes on average.",[201],{"type":116},{"text":203,"type":57}," If the slightest error is made during the process (the wrong date, inaccurate amounts etc.), this will add another 18 minutes.",{"type":53,"content":205},[206],{"type":207,"attrs":208},"blok",{"body":209},[210],{"_uid":211,"html":212,"component":213},"10ad08a2-dc69-4e96-8938-c7f520966389","\u003C!--HubSpot Call-to-Action Code -->\u003Cspan class=\"hs-cta-wrapper\" id=\"hs-cta-wrapper-bbb3e38a-34db-411f-85fa-fbf106a4499a\">\u003Cspan class=\"hs-cta-node hs-cta-bbb3e38a-34db-411f-85fa-fbf106a4499a\" id=\"hs-cta-bbb3e38a-34db-411f-85fa-fbf106a4499a\">\u003C!--[if lte IE 8]>\u003Cdiv id=\"hs-cta-ie-element\">\u003C/div>\u003C![endif]-->\u003Ca href=\"https://cta-redirect.hubspot.com/cta/redirect/2694209/bbb3e38a-34db-411f-85fa-fbf106a4499a\" >\u003Cimg class=\"hs-cta-img\" id=\"hs-cta-img-bbb3e38a-34db-411f-85fa-fbf106a4499a\" style=\"border-width:0px;\" height=\"267\" width=\"750\" src=\"https://no-cache.hubspot.com/cta/default/2694209/bbb3e38a-34db-411f-85fa-fbf106a4499a.png\"  alt=\"New call-to-action\"/>\u003C/a>\u003C/span>\u003Cscript charset=\"utf-8\" src=\"https://js.hscta.net/cta/current.js\">\u003C/script>\u003Cscript type=\"text/javascript\"> hbspt.cta.load(2694209, 'bbb3e38a-34db-411f-85fa-fbf106a4499a', {\"useNewLoader\":\"true\",\"region\":\"na1\"}); \u003C/script>\u003C/span>\u003C!-- end HubSpot Call-to-Action Code -->","embed",{"type":53,"content":215},[216,218,224,226],{"text":217,"type":57},"According to a ",{"text":219,"type":57,"marks":220},"study released by the GBTA",[221],{"type":122,"attrs":222},{"href":223,"title":60},"https://www.gbta.org/blog/how-much-do-expense-reports-really-cost-a-company/",{"text":225,"type":57}," it is estimated that ",{"text":227,"type":57,"marks":228},"one in five expense reports need to be reviewed.",[229],{"type":116},{"type":53,"content":231},[232],{"text":233,"type":57},"So how much does expense claim processing actually cost?",{"type":53,"content":235},[236],{"text":237,"type":57},"In terms of time spent, processing an expense report costs the company €27, based on an average salary in France (€2,225 net) and average number of work hours in a year (1,646). On another scale, the process can cost almost €500 a month for a company of a hundred or so employees.",{"type":53,"content":239},[240],{"type":241,"attrs":242},"image",{"alt":243,"src":244,"title":60},"hidden-costs-expense-management","https://get.spendesk.com/hubfs/hidden-costs-expense-management.jpg",{"type":53,"content":246},[247],{"text":248,"type":57},"Aside from indirect costs, there are also hidden costs, which are equally significant.",{"type":137,"attrs":250,"content":251},{"level":139},[252],{"text":253,"type":57},"Hidden costs related to expense claims",{"type":53,"content":255},[256,258,262],{"text":257,"type":57},"Is it really necessary for a sales representative to spend time filling in an expense report? Of course not, and yet this is what happens. Employees have much better things to be doing than ",{"text":259,"type":57,"marks":260},"wasting time on an unproductive task",[261],{"type":116},{"text":263,"type":57}," that prevents them from attending to other responsibilities that are of far greater benefit to the company.",{"type":53,"content":265},[266,270,272],{"text":267,"type":57,"marks":268},"Employee dissatisfaction",[269],{"type":116},{"text":271,"type":57}," represents another hidden cost. Having to pay out of their own pocket and then wait to be reimbursed can be a source of dissatisfaction, or sometimes frustration. It can even put them in financial difficulty when the expenses in question count for between 25% and 30% of their salary. Subject employees to a process that engenders dissatisfaction or even annoyance and you run the risk of ",{"text":273,"type":57,"marks":274},"expense fraud.",[275,276],{"type":116},{"type":122,"attrs":277},{"href":278,"uuid":24,"title":60,"anchor":60,"target":60,"linktype":125},"fake-expense-reports-how-to-avoid-fraudsters",{"type":53,"content":280},[281],{"text":282,"type":57},"Expense fraud costs up to €730 per employee each year. 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