Chartered Accountants find a flexible online expenses solution

The Old Mill Group, are a Chartered Accountant and Financial Planning organisation based in the West Country.

They have over 200 employees claiming for various types of expenses throughout the year and found using a manual expense system costly, time consuming and a monthly chore for their Finance Department.

Andrew Wallwork, Group Financial Controller, believed an online solution for expenses would be expensive, difficult to integrate and only viable for large multi-national companies with many employees.

Andrew said: “The paper based system took a long time to reach the finance department, let alone actually get processed. Even when the employees finally did get paid, we would receive calls to say there were administrative mistakes on the payslip or the wrong amount had been paid. Unfortunately though, we couldn’t see an alternative”

After many complicated talks with various online providers, Andrew spoke to the technical consultants at MyExpensesOnline, who reassured him that regardless of size or how complicated the expense procedure seemed, they would be able to integrate the software into the Old Mill Group without costing him an unnecessary amount of money.

In the Spring of 2011 The Old Mill Group implemented the MyExpensesOnline system and were delighted with the results.

Andrew commented: “I think the support and assistance we get from MyExpensesOnline is first , and in the IT sector, probably the best example of customer service I have ever experienced. They get onto my queries straight away and have been diligent in solving any problems we have had and also implementing changes we required. And in all cases those changes have been at no charge.

The Old Mill Group are now able to give each employee access to input their own expense data online. Managers can review the data and approve quickly and efficiently so that payment can be made on time. Not only does this create a valuable audit trail, but the MyExpensesOnline software also ensures that all data submission is inline with current HMRC regulations.

Since the group have started using MyExpensesOnline they are able to see an accurate picture of where they are spending their money and where valuable savings can be made. Excessive claims are now easily highlighted and the finance team have more time to concentrate on their core activity and increase profit margins for the Old Mill Group.