Hit it big before your bottom line

gets hit

Concur is now part of SAP

Rewind to 2001. India faced Australia when VVS Laxman revived a magical partnership to snag the Test Match and create history. The last player in the line-up suddenly meant the most. Spend management is pretty much the same. It often features last in the list of your business priorities, but when the need arises, it makesa big di�erence to the bottom-line.It can either hit that big boundary or get out in that last crucial ball. Question is, are you aware of it? And how are you going to make sure that the di�erence is a winning one?

Without a doubt, managing travel and expense claims manually is a tedious task. It involves meticulously reviewing huge piles of vouchers, cross checking receipts, making entries accurately, calculating and getting approvals. More often than not, you want it over and done with.

Now picture an automated Travel & Expense (T&E) system that takes care of all this chaos. You can streamline processes and get control of things in advance; and enjoy more e�ciency and improvement. It can be quick and cost-e�ective to deploy, and canreally help you score.

Did you know that automated T&E solutions can help your company save around 79% in booking costs? Studies a�rm that it makes sense to move on from traditional running between the wickets all the time i.e. the manual processes. Time to speed up and switch to automation.

Did you know that T&E solutions can save up to 41% of time in completing expense reports? Most of this involves a great deal of paperwork or spreadsheets-based expense report forms. Save your finance team from the burden of the time-consuming process of checking, analysing, filing and reporting on expenses: and use to build great e�ciency in other ways.

Now turn that imagination to realityCumbersome paper-heavy processes and reports are so last season. For the processor, it’s frustrating. For the employee, it’s tiring. And for the manager who wants the reporting and has to wait for information that might not even be available, it’s downright infuriating. It dampens the team spirit and wastes a lot of time. As the 2015 Cricket World Cup fever catches on, it makes sense to learn a thing or two from the sport.

Here are some tips to help you draw out a sound T&E strategy to manage your expenses and saves on loads of time. It is based on the knowledge that we’ve gathered from decades of working with companies and expenses. Plus a dashboard that you can use and customise based on your business needs and culture.

Seven Ways to Get Some Good Figures on the

Spend Dashboard

Organisations are changing the way they spend: the need is to have all processes and data in one place. You need a tool that integrates travel, expense, traveller safety, reporting and AP spend management onto one platform. A robust T&E solution can give you headway for more control over spending, a more efficient, user-friendly experience, richer reporting capabilities and trusted, accurate data. So that the next time there is an audit, you don’t have to run around the room looking for all your gear and then stutter out to the field. You are ready to take on, anytime.

Put all your bets(and processes) on the winning team. 1

Reaching and sustaining an optimal total cost of ownership is the way ahead. If you can lower the total cost of ownership from the start with a combination of lower acquisition costs, a decrease in maintenance, reduced staff time, streamlined and automated processes, and simplified systems management, you are ready to face any googly. New systems can offer a much more reliable and available server environment: an enterprise-class gear can scale at a rate that meets your current growth needs without constantly having to deploy new hardware in order to keep up with demand.

Reduce TCO with cloud. 2

See how the dashboard delivers the category and spends in one place.

Executive Overview

Vendor

Hyatt

The Taj

Marriott

Ginger

Lemon Tree

Exec

Operation

Spend

Depts

Admin

Expense

View all your categories and spends in one stroke

Expense Category Analysis

(Top 8 Expense Types)

Top 5 Vendors for Hotel

Transactions

4544

3526

1661

1423

942

Spend

` 529,535

` 455,614

` 220,103

` 171,738

` 133,020

CarRental

InternetMobile Reimbur-sement

Train

AirfareHotel

Fuel

OfficeSupplies

Smartphone it in.

As players get off-field, you need to ensure they comply with policies, be productive, and stay connected. A good strategy is to leverage mobile devices and apps that keep everyone on the same page.Your teams are already using mobile phone apps at work; they could easily add a T&E mobile solution that can simplify processes. A smart T&E solution can not only improve team satisfaction but also result in transparency in expenses and increased savings. More importantly, it will save you from the last minute stress when it's time for audits!3

Defend your side against fraudulent spending. Create a home-ground advantage by customising specific policy controls upfront,deciding what’s in and out of bounds, and ensuring that non-compliant spendingis flagged immediately. For instance, it helps avoid discrepancies in booked versus billed amounts. An integrated T&E solution can help capture when the amount expensed for travel exceeds what was actually booked so that companies can follow up either with the vendor or the employee. No matter what line or length you’re facing, T&E automation can prevent out-of-control expenses andstop runaway spenders before they start. 4Review your spend strategy and get

your spend analysis.

4Operational KPI Dashboard

Quarter

Year

Q1 Q2 Q3 Q42012 2013

Time to Submit Expenses Summary Chart Detail

Current Compare

36

34

32

30

28

26

24

22

Time to Approve Expenses Summary Chart Detail

Top Slowest Approvers

Reports Avg Time

59

31

29

22

20

18

14

1

1

1

1

1

1

1

Modi, Waqar

Singh, Karan

Patel, Subhash

Gupta, Vishal

Singh, Rajkumar

Krishna, Pinki

Appur, Desiree

Summary Chart Detail Card to Cash Compare Summary Chart Detail

Yearly Average

38

Current Compare

84%

83%

82%

82%

80%

Oct Nov Dec

Time to pay Expenses

37Current Quarter

Time to Pay (Days)

Oct Nov Dec

See the spend game strategy and score analysis

Approver

Know the travel and spend management signals. Employee spending violations can happen anytime.By making them easier to identify and prevent, T&E automation tilts the fieldin your direction.

• With a 360-degree view into employee spending, you can turn the game around by making better decisions. • The best kind of game plan is the one that’s used. T&E automation makes booking travel and managing expenses easier for travellers and managers.• T&E automation flags out-of-policy expenses as they occur so you can fight wasteful spending immediately.

5

6View the entire field. If you can’t see what’s coming, you’re going farther from winning. So it’s a good idea to open for open booking, which ensures that travel booking data is fed correctly. If open booking is not allowed at your company, an audit rule can check to see if the preferred travel agency was used for an expense by comparing the agency data on the corporate card transaction with the list of preferred agencies. T&E automation adds visibility by helping players manage itineraries and expenses from smartphones, and connects all data back to you.

See how all this happens in one sweep.

Air Car HotelQ1 Q2 Q3 Q4

Current Year Prio Year

Get a field view of all expenses, comparative figures and more

Travel Market Analysis

Top Hotel Markets

Top 5 Vendors by MarketRank Vendor # Bookings % Bookings Total Cost Average Cost #of Days/Nights Average Room Rate

1 Hyatt

2 Ginger

3 Taj

4 Lemon Tree

5 Marriott

116

100

88

78

32

28.01

24.15

21.25

18.84

7.729

`19,21,192

`16,38,900

`19,43,040

`10,09,944

`4,85,472

232

300

220

234

48

`16,562

`16,389

`22,080

`12,948

`15,171

`8,081

`5,463

`8,832

`4,316

`10,114

Rank Market # Bookings % Bookings Total Cost Average Cost # of Days/Nights Average Room Rate

1 Mumbai 322 19.32 `68,79,852 `21,366 966 `7,122

2 Bangalore 286 17.16 `48,84,880 `17,080 715 `6,832

3 Delhi 214 12.84 `38,67,408 `18,072 642 `6,024

4 Chennai 188 11.28 `25,67,140 `13,655 470 `5,462

5 Pune 146 8.76 `14,36,056 `9,836 292 `4,918

6 Ahmedabad 140 8.40 `17,41,320 `12,438 420 `4,146

7 Kolkata 124 7.44 `18,65,208 `15,042 372 `5,014

8 Jaipur 102 6.12 `14,50,440 `14,220 255 `5,688

9 Indore 88 5.28 `10,59,168 `12,036 264 `4,012

10 Nagpur 56 3.36 `4,28,288 `7,648 112 `3,824

Total Cost: `2,61,79,760

`3Cr

`2Cr

`1Cr

`0CrJan Feb Mar Apr May Jun Jul Aug

Total Booking: 1,666

2000

1500

Jan Feb Mar Apr May Jun Jul Aug

1000

500

0

Average Cost: `15,714`20K

`15K

Jan Feb Mar Apr May Jun Jul Aug

`10K

`5K

0

Put on the helmet and reduce compliance risk. Ensure correct classification of expenses and collection of receipts and the ability to report on expenses easily to auditors or other interested parties. T&E solutions are designed to create expense reports that can be generated quickly using details from an air itinerary and pre-populated card transactions, thus saving time and effort. An expense report that is already correctly mapped to the right expense types that are particular to your company can be easily generated as well.

Wish you smart spending! 7

About ConcurConcur is a leading provider of integrated travel and expense management solutions. Concur’s adaptable cloud-based and mobile solutions help organisations and their employees control costs and save time.

Call us on: +91 80 711 00 303or email us: tellmehow@concur.comLearn more at www.concur.co.in

Concur is now part of SAP