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Coupa pay stream-webinar-final
The document discusses trends and benchmarks in expense management, highlighting the importance of efficient travel and expense management systems. It features insights from a report by PayStream Advisors and a case study on Royal Ahold's adoption of Coupa's solutions for expense handling. Key points include the average costs of processing expense reports and the benefits of automating these processes to enhance compliance and visibility.
Coupa pay stream-webinar-final
- 1. Trends, Innovations, & Benchmarks in Expense Management Jimmy LeFever, PayStream Advisors Jean-Marc Jansse, Royal Ahold Chris Yin, Coupa
- 2. Agenda • Introduction • 2014 Travel & Expense Report Findings • What’s New With Coupa • Case Study: Royal Ahold
- 3. About the Speakers Jimmy LeFever Research Director, PayStream Advisors Jean-Marc Jansse Senior Program Manager, Purchase to Pay Royal Ahold Chris Yin Product Manager Coupa
- 4. Fact: Employee Expensesare the second largest controllable expense Opportunity: Improve how we interact with employees Solution: Make it easier for employees to make the correct decision Benefit: Significant bottom line impact
- 5. PayStream’s Travel &Expense Technology Insight Report, April 2014 This report: • Helps accounting and finance practitioners familiarize themselves with the current Travel & Expense Management (TEM) landscape • Highlights trends in TEM adoption using a longitudinal survey conducted over three years and taken by hundreds of accounting and finance professionals • Explores expense report methods and workflows for various organizations
- 6. What are yourorganization’s biggest expense management challenges?
- 7. How do youremployees capture receipt information?
- 8. What percent ofexpense reports are received via the following methods?
- 9. Average cost toprocess an expense report: The Bottom Line Type Average Manual $23.12 Some Automation $17.40 Fully Automated $7.53
- 10. Our Mission Deliveringsoftware innovation that breeds responsible spending while impacting the company bottom line
- 11. Transaction Silos HolisticSpend Invoice Management Expense Management Visibility Compliance Efficiency Pre-Approved Un-Approved Post-Approved Training Integration Administration Upgrades Visibility Compliance Efficiency Training Integration Administration Visibility Compliance Efficiency Training Holistic Spend Integration Administration Upgrades Upgrades Procurement
- 12. True Cloud Platform Expenses Invoicing 450+ Customers 100+ Countries 72%+ Services Spend 1M+ Daily Transactions 120B+ Annual Spend 1.3M+ Suppliers + 100% Mobile 99.99% Uptime
- 13. Customer Success: RoyalAhold Royal Ahold International Retailer based in the Netherlands Founded in 1887 Publicly traded on Euronext Over 3000 international locations 32+ Billion Euros in Revenue Jean-Marc Jansse Senior Program Manager, Purchase to Pay Coupa Customer since 2013 Procurement, Contracts, Invoicing, Sourcing, Expenses
- 14. Customer Success: RoyalAhold Motivation for change Evaluation process Implementation & Deployment Change management
- 15. Coupa Expenses ExpensesInvoicing
- 16. Coupa Expenses Compliance Innovation & Visibility Usability Uncover Savings Data. Less Effort. Exception Management Opportunities
- 17. Innovation & Usability Ease of Use Easy to Use Interface Email In, Drag & Drop Wallet Automation Auto Categorization Automated Corporate Card / Travel Feeds Mileage Calculator Flexible Itemization Split Billing Mobile
- 18. Compliance Followthe Rules Policies per Expense Category Frugal Meter Exception Management Audit Score Approval Chains Color Coded Approval Emails Multi Day Table
- 19. Visibility Flexible,Powerful Reporting Customizable, Drill Down Reporting Create Custom Views Automated Scheduler Corporate Card Reconciliation Unified Spend Visibility Executive Dashboards Expense Benchmarking Coupa Analytics
- 20. Q&A ©2013 CoupaSoftware, Inc.
- 21. Thank You forspending your time with us. www.paystreamadvisors.com
Editor's Notes
- #2 Hello everyone, we’ll be getting started shortly. We’re getting started now. Welcome everyone and thank you for joining us today. If you can hear my voice and see my screen, please type GO in the chat window. Okay so Trends, Innovations, & Benchmarks in Expense Management. That’s the topic for today and we have some really valuable insights for you.
- #3 I’m going to start with a brief introduction of today’s speakers; we’re going to take a deep dive into the findings of PayStream Advisors Travel and Expense Management report, we’re going to hear from a leading Expense Management provider, Coupa, and then we’re going to get to hear a real-world case study from Royal Ahold.
- #4 So I’m Jimmy LeFever, I’m the Research Director with PayStream Advisors. I always like to start with a picture. I apologize for not having a more recent picture for everyone, I had to use my acting shot from years ago. Joining me today we have Chris from Coupa…How are you today Chris?…Well we really appreciate you taking the time to join us today. We also have the pleasure of having Jean-Marc from Royal Ahold. Jean-Marc is dialing in all the way from Holland. How are you today Jean-Marc? Well that’s our panel today, I’m going to get right into it..
- #5 So we’ve gathered today because expense management is an ongoing issue in every organization, large or small. The fact is, that employee expenses are the second largest controllable expense. Looking at that, we have a unique opportunity to both improve how we interact with employees as well as how employees interact with our organization. In doing so, we make it easier for employees to make compliant decisions, incentivize them to cut costs, and thus improve the bottom line. So this is important stuff!
- #6 So a little bit about PayStream Advisors, we’ve been doing research and consulting on a number of business processes for about 14 years. One topic that we’ve found particularly interesting and of importance for many organizations is travel and expense management. We have seen the problems organizations face because of inconsistent processes, bloated labor budgets on reporting procedures, and an overall lack of visibility into expenses. For the past decade or so, we’ve been conducting research on expense management and publishing our findings in our annual travel and expense management report. The purpose of this report is to educate finance and accounting professionals in this arena. We do this by identifying common problems in AP & Travel departments, show what innovative companies are doing to tackle these challenges, and explore the trends around expense reporting methods. One method here are longitudinal surveys of hundreds of our subscribers. I’m going to share with you some of the findings from this year’s report but before I do, I want you to think about what your number one challenge is in expense management.
- #7 Now I’m willing to bet the answers on this screen are going to seem familiar to most of you. It should come as no surprise that the number one problem among survey respondents was manual data entry and inefficient processes. A lack of visibility into spend and an inability to enforce corporate policies were also common. Jean-Marc, What was the situation at Royal Ahold when you started the process of evaluating vendors, what were the challenges your team were facing? ********Jean-Marc speaks Thanks
- #8 So thinking about manual data entry. Obviously this data entry is a result of paper expense reports and physical receipts. The next two graphs show what percentage of respondents have done away with paper-based expense reporting methods. As you can see a large percentage of paper receipts are still mailed into the AP department along with a paper expense report, only to be manually typed into the user’s ERP or other AP system. But if you look here, over three years, more and more companies are doing away from manual, paper-based processes and adopting automated solutions that feature mobile capture technologies. Chris, when organizations come to you looking for a solution, how do you see them dealing with receipts?
- #9 So in thinking about common challenges in Expense management, PayStream has seen that just the submission of expense reports can be a large barrier to efficiency and cost savings. Inter-office mail continues to be a leading method of submitting expense reports and a huge barrier to innovation. Fortunately, we have seen its use is decrease over the past three years as cloud-based automated solutions have gained more and more prevalence.
- #10 So I’ve thrown a bunch of facts and statistics at you about adoption rates and what other companies are doing but what’s really important is the bottom line. Ultimately, that’s probably what brought you here today. Of the hundreds of organizations we’ve polled, we asked what the average cost to process an expense report was for their organization. By comparing these answers to the level of automation they had implemented, we saw a significant difference in costs. In total, the average cost difference between a manual, paper-based solution and a fully automated cloud-based solution is over $15 per report. For many organizations processing thousands of expense reports per month, this can mean millions of dollars in savings. TO Chris: So Chris, I wanted to ask you how often you see companies measuring their expense report costs and what are some of the costs you see associated with expense reports in general.
- #11 Coupa has a Straightforward mission [CLICK] Delivering software INNOVATION We drive innovation everywhere in the company We don’t do things the way they always have been done We look for most effective, most innovative ways to do things. Particularly as it pertains to our process & technology that we design and deliver for our customers. [CLICK] That breeds RESPONSIBLE SPENDING internally here at Coupa hundreds of customers we have around the world People recognize the actual cost of their purchases drive responsible spending [CLICK] Impact the BOTTOM LINE To drive bottom line impact on your organization To drive profitability To drive earnings per share [CLICK] To drive results for your company. That is what Coupa is really all about.
- #12 So when this “Spend Happens” we all know that there are three main types it get’s labeled under – either pre-approved, un-approved or post-approved. Now almost every company out there has 3 or more systems and different software products in place to address spend in a very silo’d ways. [CLICK] But “Spend takes the path of least resistance” and it will always take the path of least resistance. So the only way to succeed is to first get your arms around all that spend and then optimize it. [CLICK] Also you want visibility into this spend, compliance with processes, efficiencies of scale and you end up doing that in silos three times over. [CLICK] What makes us unique in this approach is that we’re the only company that provides a true cloud solution that has an integrated Procurement, Invoicing and Expense Management solution. So that you can actually start to optimize. So you can start moving some of that spend from post-approved to pre-approved for example. Or in Analytics see the spend for a category across pre-approved, post-approved because of this organic seamless nature.
- #13 Coupa is the only organic true cloud platform on the market to capture the 3 types of spend - Procurement, Expenses, and Invoicing that are the core of the Coupa Platform [CLICK] We surround that transactional core with a suite of powerful applications that light up and are organically built to identify savings opportunities and gain efficiencies. They also increase your compliance, efficiency, and visibility. With them you can monitor your spending in real time with rich analytics and reports. [CLICK] Because of all of this we are now able to get our arms around literally hundreds of billions of dollars in spend for our customers. [Customer Story] Our customers use Coupa in over 100 countries and we have a million plus suppliers plus Alibaba.com that we work with. Again we are the only true cloud suite of applications that is built on a single code base. So when you engage with Coupa all of these modules not only work together, but they require absolutely no integration work to hook one to another. They have a common user experience, data model, and responsibility model, so everything works together seamlessly.
- #15 What was the situation at Ahold when you started the process of evaluating vendors? What are the challenges your team wanted to address? Walk us through your overall evaluation process – including specifically how and why you decided to include Expenses as part of the solution. How has the deployment gone so far? What's worked well and what would you do differently? Give us a sense of the timeline - how are you rolling expenses out to your user base and how has the reaction been so far? Change management is a major factor in any deployment like this. How has Ahold succeeded here?
- #16 Coupa is the only organic true cloud platform on the market to capture the 3 types of spend - Procurement, Expenses, and Invoicing that are the core of the Coupa Platform [CLICK] We surround that transactional core with a suite of powerful applications that light up and are organically built to identify savings opportunities and gain efficiencies. They also increase your compliance, efficiency, and visibility. With them you can monitor your spending in real time with rich analytics and reports. [CLICK] Because of all of this we are now able to get our arms around literally hundreds of billions of dollars in spend for our customers. [Customer Story] Our customers use Coupa in over 100 countries and we have a million plus suppliers plus Alibaba.com that we work with. Again we are the only true cloud suite of applications that is built on a single code base. So when you engage with Coupa all of these modules not only work together, but they require absolutely no integration work to hook one to another. They have a common user experience, data model, and responsibility model, so everything works together seamlessly.