Calculate what smarter expense management can benefit your organisation
You know that expense claims, cash and manual processing take up too much of your team's time. But without concrete figures, it remains a gut feeling, and that's no way to build a solid proposal. This savings calculator will give you a clear picture of what your current process is costing you, and what smarter expense management can save you in hours and euros. The report will be sent directly to your mailbox, ready to share internally with your CFO or management. Enter your situation and see where the profit lies.
Why expense management is more important than ever
Finance teams in medium-sized organisations are under pressure. Management expects strategic advice, while your days fill up with chasing receipts, checking cashbooks and making manual corrections. The feeling of being stuck in administrative work, while the organisation demands proactive steering, is recognisable. Smarter expense management is no longer an efficiency issue, but a prerequisite to fulfil your role as a finance professional. Under the surface of those processing hours lie two hidden cost items that affect every organisation.
The hidden costs of manual claims processing
Every claim costs money, not just because of the amount on the receipt, but because of the time your team spends checking, correcting and booking. These costs are hard to see because they are spread across salaries and missed analyses. Multiplied over hundreds or thousands of transactions per month, however, it becomes a serious item. The calculator makes these hidden costs for your situation visible in black and white.
Time not spent on analysis and advice
Every hour your team spends chasing receipts or correcting bookings is not going towards forecasting, scenario analysis or strategic conversations with the board. Not only is that inefficient, it keeps finance stuck in a role the organisation has outgrown. Smarter expense management gives those hours back, and with them the space to establish finance as the strategic partner you want to be.
What SimpledCard delivers as expense management software
We understand where you stand. We've been working with finance teams in healthcare, industry, retail and consulting for years, and we know the frustrations: loose credit cards at different banks, cash books at locations, and receipts that don't surface until weeks later. That is why SimpledCard was designed as a single integrated expense management software: bank-independent payment cards, a central management environment and a mobile app for receipt processing. No separate tools to integrate yourself, but one system that makes your daily work easier.
How SimpledCard helps finance teams get a grip
You issue cards to employees or teams, set budgets and approval steps, and see every transaction coming in in real time. Receipts are photographed via the app and automatically linked to the correct expense item. Export to your accounting system runs without manual retyping. Smarter expense management with help from SimpledCard means: less manual work, more overview, and finance teams given the space to contribute strategically.
Business spend management as your new position
Imagine a working day in which you no longer start with outstanding declarations, but with the figures management is waiting for. No more putting out fires around budget overruns, but proactive management based on trends you see in real time. That is what business spend management makes possible: complete control of all outgoing cash flows, from project costs to online subscriptions. Not by adding extra controls, but by linking the right structure and technology. That is where finance teams will really make a difference.
From controller to business partner
Clients tell us that the biggest gain is not in the savings themselves, but in what they will do with them. From reactive fire-fighting to proactive management by numbers. From blocker to enabler. Calculate your starting point above, then schedule a 45-minute conversation, and we will show you what this transformation looks like in concrete terms for your organisation.
How does the SimpledCard savings calculator work?
The savings calculator calculates within two minutes what your current claims and expenses process costs, and what you could save with SimpledCard. You enter four pieces of information: the number of employees with business expenses, the average monthly expenses per employee, the hours your team spends on expense processing, and your current approach (e.g. credit cards, cash or an existing tool). Based on average processing costs per claim, the tool calculates what you spend annually on manual work, and compares that with the time and cost savings SimpledCard brings. You receive the report immediately by e-mail, so you can share it internally with your CFO or team.
What is expense management and why is it relevant for medium-sized organisations?
Expense management is the process of managing, controlling and accounting for business expenses, from small cash expenses to online subscriptions and travel costs. For medium-sized organisations (50 to 3,000 employees), this process quickly becomes complex: multiple branches, different payment methods, manual expense claims and loose approval workflows lead to administrative burden, errors and lack of real-time visibility. Modern expense management combines payment cards, mobile receipt processing and automatic linking to the accounting system, reducing the processing time of finance teams by up to 80 per cent. This translates into lower costs, more reliable reporting and more scope for strategic analysis.
How much time does manual expense management take on average?
On average, a finance team spends 10 to 40 per cent of its time processing and checking petty expenses, while these often account for only 15 per cent of total costs. Specifically, this includes tasks such as chasing receipts from colleagues, checking cash at multiple locations, scanning claim forms, allocating expense items and manually matching with bank transactions. For an organisation with 100 employees with corporate expenses, this quickly means 20 to 40 hours a month of pure administrative work. With an integrated solution like SimpledCard, this drops to a few hours per month, as receipt processing, cost allocation and accounting matching are automated.
Are the figures from the calculator representative of my organisation?
The calculator uses industry averages for processing costs per claim and time spent per transaction, based on our experience with hundreds of medium-sized clients in sectors such as healthcare, industry, retail and consultancy. The outcome is therefore a realistic indication, not an exact quote. The actual savings depend on specific factors such as the number of branches, the degree of international spread, your current accounting system and the ratio of cash, credit card and statement expenditure. For a detailed calculation based on your exact situation, please schedule a 45-minute consultation, during which we will go through your processes and draw up a substantiated business case.
Is the conversation after the calculator mandatory or a sales pitch?
No, the call is non-binding and explicitly not a pitch. It takes 45 minutes and consists of three parts: an introduction in which you tell where your current process is stuck, a live look-through of SimpledCard based on your specific figures, and a concluding moment to determine together whether a pilot makes sense. Does it not suit your organisation? At least you will have a clearer picture of what is possible in expense management and what you can focus on internally. We believe that a good fit should be felt on both sides, and we therefore prefer to invest our time in discussions where we can really add value.