Animals Australia Case Study
About Animals Australia
Animals Australia is Australia’s foremost national animal protection organization and represent some 40 member groups and over 2 million individual supporters. Animals Australia, along with it’s global arm, Animals International, has an unprecedented track record in investigating and exposing animal cruelty and for conducting world-first strategic public awareness campaigns.
Managing a Legacy Manual Process
Animals Australia had maintained a manual accounting practice to manage employees’ expenses.
“Our expense management system was an Excel spreadsheet that our users completed before printing it out and attaching their receipts. ” explained Jamie Hughes, [title] . After completion, the hard copy expense claims were first sent to managers for approval, before being forwarded on to Animals Australia’s accounts payable team in Melbourne. “Expense claims and receipts could go missing, or might be left sitting on a manager’s desk for a couple of weeks before being approved and sent on,” said Jamie. Once received, the accounts payable team had to check the claims and ensure that the expenses were all correctly allocated and make sure there was a paper receipt attached before entering the information into MYOB Account Right.
Now with the introduction of expensemanager all of our staff can take a photo of their paper receipt and this is matched to the incoming credit card claim that is created automatically for them. Or if our staff need to be reimbursed it’s a very quick and easy process for them all on the mobile app.
The time to submit and get an expense claim paid has dropped from an average of [days] to [days]. And has freed up [days] per month for our accounts payable clerk in processing them.
Because expensemanager is an Australian company they knew all about the different types of bank credit card data feeds and they knew what would be required for us to import the statements into expensemanager.
Not just expenses
A great benefit for us with choosing expensemanager was the ability to not only automate our expense process, but also to deal with our paper invoices. We used to have our staff printing out the supplier invoice when they received it and sending the paper invoice to the approver. This often meant it could sit for days with an approver before the piece of paper was sent to our Accounts Payable clerk for entry into Account Right.
The time it took to get an invoice from receipt to paid was about [days] and because there was no visibility, our Accounts Payable clerk was having to fend off queries from suppliers about payment.
Since we took the invoice module in expensemanager we have been able to centralise the receipt of all of our suppliers invoices to one Accounts Payable portal. When expensemanager receives the invoice it sets up a supplier payment request automatically for us by using their Optical Character Recognition technology. They also check we know the supplier and that the invoice hasn’t been received and paid before.
Our Accounts Payable clerk can then send it straight away to the right Approver, who can also do this approval on their mobile.
We’ve reduced the time to process a supplier invoice approval and payment from the [days] to [days] and it’s visible to everyone and now totally paper free.
The implementation of expensemanager was completed in just six weeks. One of the pluses of expensemanager was that it required very little in the way of internal resources for us to set up. They created the database for us and did some training and away we went. We knew we just had to pick up the phone and speak to some-one locally if we needed any help.
expensemanager is a MYOB specialist and they had standard export files for Account Right which we could take advantage of. Our data file was a bit different to the standard export file but this was not a problem for expensemanager to change for us, and at no cost.
Finance and governance
As a charity we are audited every year and a critical need for us was an application that could cover this requirement. expensemanager has an audit trail so we can track who spent what, where and why.