USING EXPENSE MANAGEMENT TO TAKE CONTROL OF PAPER BASED PROCESSES AND DECREASE COSTS Jimmy LeFever Research Director PayStream Advisors Stephen Will Director of Solutions Consulting Coupa
AGENDA Ø Latest TEM usage research Ø TEM software selection: the Navigator model Ø About Coupa Expenses Ø Q&A
WHO IS PAYSTREAM ADVISORS?
RESEARCH & ADVISORY SERVICES FOR FINANCIAL STRATEGISTS Purchase-to-pay research, tools and education Navigator solution ratings and reviews PerfectmatchAP solution diagnostic Process reviews, assessments and RFP s
TEM USAGE RESEARCH
AVERAGE EXPENSE REPORTING COSTS What is the average cost to produce a single expense report? Type of Processing Average Cost in 2014 Average Cost in 2015 Manual $23.12 $26.63 Some Automation $17.40 $17.31 Full Automation $7.53 $6.85 PayStream Advisors Travel and Expense Management Report 2015 All rights reserved.
WHICH OF THE FOLLOWING METHODS DO YOUR EMPLOYEES USE TO SUBMIT EXPENSE RECEIPTS? Paper receipts are mailed to the AP department 69% Employees use capture and attach solutions (mobile/email) 43% Employees fax receipts with a bar-coded cover sheet to the AP department Paper receipt are mailed to an outsourced provider 4% 9% Source: PayStream Advisors Travel & Expense Management Report 2.12.2015 All rights reserved.
AUDIENCE POLL QUESTION
WHAT ARE YOUR ORGANIZATION S BIGGEST EXPENSE MANAGEMENT CHALLENGES? Source: PayStream Advisors Travel & Expense Management Report 2.17.2015 All rights reserved.
AUDIENCE POLL QUESTION
WHAT IS THE REASON YOUR ORGANIZATION HAS NOT AUTOMATED THE TEM PROCESS? Source: PayStream Advisors Travel & Expense Management Report 2015 All rights reserved.
TEM SOFTWARE SELECTION: The Navigator Model
A NEED FOR UNBIASED ANALYSIS Adoption Rates 2010-2015; 2020 Projected TEM Adoption 2010 2015; 2020 Projected 100% 90% 80% 70% 78% 94% 86% 83% $2Bil+ Revenue $501 $2Bil Revenue $250MM $500MM Revenue 60% 67% 56% 50% 40% 47% 35% 52% 42% $50 $250MM Revenue 30% 30% 23% 29% 33% 20% 10% 17% 22% 0% 2010 2012 2015 2020 Source: PayStream Advisors Travel and Expense Management Navigator Q4 2015 All rights reserved.
THE NAVIGATOR MODEL Coupa s Navigator Performance Versatility Deliverability Pre-Trip Planning & Booking Pre-Trip Approval & Workflow Trip Enhancement & Duty of Care Expense Capture Post-Trip Analysis Mobility Reconciliation & Reimbursement Expense Report Workflow & Approval Report Creation & Submission PayStream Advisors 2015 Travel and Expense Management Navigator Q4 2015 All rights reserved.
TEM PLANES Travel and Expense Management Solutions for the Enterprise Market* Travel & Expense Management Solutions for the Enterprise Market 10 PROFICIENCY (Solution functionality and innovative focus) 9.0 8.0 7.0 6.0 5.0 4.0 CERTIFY EXPENSIFY EXPENSE WATCH INTERPLX COUPA CONCUR SUTISOFT CHROME RIVER DATABASICS INFOR APPTRICITY 3.0 2.0 4.5 5.0 5.5 6.0 6.5 7.0 7.5 8.0 ADAPTABILITY (Provider experience and resources) 8.5 9.0 9.5 10 *More than 2,500 employees PayStream Advisors 2015 Travel and Expense Management Navigator Q4 2015 All rights reserved.
Using Expense Management to Take Control of Paper Based Processes and Decrease Costs
ONE STOP FOR ALL BUSINESS SPENDING Procurement Visibility Compliance Efficiency Training Pre-Approved Integration Administration Upgrades Invoice Holistic Management Spend Visibility Compliance Efficiency Training Un-Approved Integration Administration Upgrades Expense Management Visibility Compliance Efficiency Training Post-Approved Integration Administration Upgrades
INFLUENCE BEHAVIOR TO OPTIMIZE REAL TIME INFLUENCE WEEKS
1. ENSURE TIMELY AND ACCURATE EXPENSES THE EXPENSE CAPTURING THE EXPENSE RECORDING THE EXPENSE USE FAMILIAR TOOLS DURING TRAVEL
2. DRIVE COMPLIANCE INFLUENCE BEHAVIOR Gentle warning to users if they re spending too much Positive re-en forcement of spending KEEP USERS INFORMED Appropriate policies are shown as users enter their expenses SCORE REPORTS Give reviewers context to focus their efforts
3. MAKE AP MORE STRATEGIC STOP CHASING Employees for missing data Late approvers Reconciliation reports SHIFT AP AUDIT TO MANAGE BY EXCEPTION Filter for exceptions Query for suspect patterns (i.e. all report items within 5% of max) No more filing cabinets Policy management SELF MANAGE CONFIGURATIONS Pre-configured dashboards Easily create reports Self-manage rules and configurations Policies & workflow
4. USE MOBILITY TO TRANSFORM EXPENSES ANYWHERE, ANYTIME, ANY DEVICE RESPONSIVE WEB DESIGN ACTIONABLE NOTIFICATIONS NATIVE MOBILE APP WEARABLES SUPPORT Use Any Browser Work Directly from Email Native ios & Android (Blackberry Supported) One Touch Actions
SMARTERTRIP Reports that create themselves Never forget anything with Trip Summary
5. ACCESS TO PRE-NEGOTIATED DISCOUNTS TRAVEL AND MORE WHAT? Significant discounts from top suppliers HOW? We negotiate on behalf of all customers ($160B+ Spend) CATEGORIES? Everything from Travel and MRO to Marketing ANY CATCH? Nope. Included. No exclusives. No minimums. DISCOUNTS FROM 5-20+% 2016 Coupa Software, Inc - Confidential
6. EMPOWER WITH EMBEDDED INSIGHTS Real-time benchmarking: Unique, actionable insights comparing you to the Coupa community Analytics: Gather information on usage, process and analysis, with no data cleansing or rationalization Drag-and-drop Transactional Reporting: Get revolutionary Excel functionality and reporting Executive Dashboard: Real-time visibility
Demonstration
Q&A