Robert Neveu is the president and co-founder of Certify, an online travel and expense management software provider based in Portland, Maine. Certify has over 15 million transactions annually from both small and large organizations globally. Certify provides cloud-based expense reporting software and mobile applications to help companies automate their expense processes, increase compliance with policies, and gain insights into spending. The presentation outlined the top trends in expense management for 2014 and best practices for companies, including integrating travel booking and moving to cloud-based systems for increased efficiencies and cost savings.

2. Presenter:
Robert Neveu
President & Co-founder
In 2008, Bob launched Certify based in Portland, Maine. The
Certify team has accelerated to become a top tier provider in
North America of expense reporting software, with multinational customers including Pitney Bowes, Bristol MyersSquibb, Subway Sandwiches, and Virgin Galactic. Certify’s
ReportExecutive Automation service has been recently featured
in the Wall Street Journal, New York Times and CNN.
www.certify.com | @certify

3. About Certify
•
Certify is an online travel & expense
management software provider
•
Over 15 million transactions passed
through Certify in 2013 from business
professionals all over the U.S.
•
Serving clients globally in 64
languages, from small organizations to
Fortune 500 companies
•
Features in USA Today, CNN, NY Times
www.certify.com | @certify

4. Todays Topic:
CFO’s Guide to Expense Management Software:
Best practices to drive down costs and increase visibility into
T&E Spend in 2014
Learn the latest trends in travel and expense management software for 2014.
Presented by Certify, Travel and Expense Made Easy.
www.certify.com | @certify

5. Current T&E Expense Management Trends
•
The typical company spends 10%-12% of its total annual
budget on expenses related to travel and entertainment
•
53% of companies are using manual processes to
manage their T&E spend and budgets
•
59% of organizations want to improve their expense
management process
•
62% of organizations want better analytics and insight
into T&E spend
•
53%
manage expenses with
manual processes
Only 30% of organizations utilize mobile expense
applications
Reference: Aberdeen Group 2013, T&E Solution Selection Guide
www.certify.com | @certify

6. How does your company current
manage expense reports?
www.certify.com | @certify

7. Future Trends & Those Making the Switch
•
•
Earlier adopters, Enterprise 50% cloud-based
expense, largest rate of adoption in next 12
months from Small to Medium
organizations, where only 16-20% have made the
switch
•
Full expense automation (expense creation to
reimbursement)
•
73%
73% of organizations across the globe plan to
switch to cloud/web expense systems within the
next 18 months
MOBILE, MOBILE, MOBILE
of companies plan to
switch to cloud expense
within next 18 months
Reference: Aberdeen Group 2013, T&E Solution Selection Guide
www.certify.com | @certify

8. Best Practices for Expense Management
1. Integrated Travel Booking
2. Cloud-based Expense Management
3. Mobile Applications
4. Automated Policy Enforcement
5. Integrations with Current Systems
6. On-demand Reporting & Analytics
www.certify.com | @certify

9. Best Practices for Expense Management
1. Integrated Travel Booking
2. Cloud-based Expense Management
3. Mobile Applications
4. Automated Policy Enforcement
5. Integrations with Current Systems
6. On-demand Reporting & Analytics
www.certify.com | @certify

10. 1
Integrated Travel Booking Solution
Percent of Total Budget
 U.S. business travel spend exceeded $100 billion in 2013
40%
 61% percent of GBTA study said travel policy is more a
guideline than a mandate
 72% percent said there are few to no consequences for
policy violations
25%
 Stricter policies could equate to nearly $30 billion in
savings annually
15%
35%
35%
 Cut travel booking fees up to 79% with integrated travel
booking solutions
30%
22%
20%
14%
10%
6%
5%
0%
Meals Misc. Travel Phone Gas
Reference: http://www.gbta.org/foundation/pressreleases/Pages/rls081711.aspx
www.certify.com | @certify
12%

11. Best Practices for Integrated Travel Booking

Set up travel policies within integrated travel
platform

Automate policy compliance, control the
expense before it occurs

Set preferred vendor and reward programs

Utilize pre-trip notifications

Use un-used tickets for future travel
purchases

Have travel integrated with expense system
“Setting hard travel policies
around formerly ‘gray areas’
such as seat upgrades has
trimmed travel spending by
10% to 20%”
Linda Parcher,
VP and CPO, Diebold, Inc
Wall Street Journal
Reference: http://online.wsj.com/news/articles/SB10001424127887323511804578300181289786570
www.certify.com | @certify

16. Best Practices for Expense Management
1. Integrated Travel Booking
2. Cloud-based Expense Management
3. Mobile Applications
4. Automated Policy Enforcement
5. Integrations with Current Systems
6. On-demand Reporting & Analytics
www.certify.com | @certify

17. 2
Cloud-based Expense Management
73% of organizations will switch to
cloud-based systems within the next 18
months.
Reason for the Switch:

Drive down costs

Eliminate paper receipts & reports

One platform for all users

Globally Accessible

Multiple Language preferences
Reference: http://www.gbta.org/foundation/pressreleases/Pages/rls081711.aspx
www.certify.com | @certify

18. The Ultimate Technology Showdown:
MANUAL
VS.
WEB-BASED EXPENSE
$41.70 per expense report
$7.17 per expense report
19 Days average reimbursement
7 Days average reimbursement
50% compliance to T&E policy
87% compliance to T&E policy
30% visibility into spend
61% visibility into spend
62% documented path of
approvals
88% documented path of
approvals
64% automated reimbursement
86% automated reimbursement
Reference: Aberdeen Group 2013, T&E Solution Selection Guide
www.certify.com | @certify

19. The Ultimate Technology Showdown:
MANUAL
VS.
WEB-BASED EXPENSE
$41.70 per expense report
$7.17 per expense report
19 Days average reimbursement
7 Days average reimbursement
50% compliance to T&E policy
87% compliance to T&E policy
30% visibility into spend
61% visibility into spend
62% documented path of
approvals
88% documented path of
approvals
64% automated reimbursement
86% automated reimbursement
Reference: Aberdeen Group 2013, T&E Solution Selection Guide
www.certify.com | @certify

23. Are you or your business travelers
manually keying in expense or
receipt details?
www.certify.com | @certify

24. Are you or your business travelers
manually keying in expense or
receipt details?
www.certify.com | @certify

25. Certify Case Study
The Solution: The Move to 100% Electronic Expense
Management with Certify
•
Made the switch from competitor due to mileage and per diem
requirements, overall ease of use
•
Saving over 6 hours a month for accounting team in manual
data entry alone
•
Simply integrations built by Certify, simplified the data upload
process
•
Employees reimbursement times reduced to 3-5 days
www.certify.com | @certify
I love the fact that the
system has been built
around customer needs
and they continue to
make regular
improvements.”
Amy Hatfield
AP Clerk
Holland Company
600 Employees
Client since 2011

26. Best Practices for Expense Management
1. Integrated Travel Booking
2. Cloud-based Expense Management
3. Mobile Applications
4. Automated Policy Enforcement
5. Integrations with Current Systems
6. On-demand Reporting & Analytics
www.certify.com | @certify

27. 3
Mobile Applications
Users of mobile expense applications have
reduced their expense-processing costs by 65%
and reimbursed expenses at 40% rate than
companies not currently leveraging mobile.

Eliminate paper receipts

Manage and track expenses while on the
road

Eliminate manual data entry

“The use of Certify
Mobile has all
together eliminated
the lost receipts by
employees.”
Review and approve reports on the go
-Glenn Foster, Zoll
www.certify.com | @certify

28. www.certify.com | @certify

29. Best Practices for Expense Management
1. Integrated Travel Booking
2. Cloud-based Expense Management
3. Mobile Applications
4. Automated Policy Enforcement
5. Integrations with Current Systems
6. On-demand Reporting & Analytics
www.certify.com | @certify

30. 4
Automated Policy Enforcement
•
49% of companies name top financial pressure to improve compliance to
company policies
•
Organizations utilizing web-based expense systems have a 37% higher rate of
compliance to corporate travel policies
•
Those using cloud expense systems experience on average 87% compliance
rates to travel policies
•
Set your travel policies within Certify and let Certify enforce your policies.
•
Out of policy expenses will be flagged for managers review
Reference: Aberdeen Group 2013, T&E Solution Selection Guide
www.certify.com | @certify

33. Certify Case Study
The Solution: Streamlined Functionality Brings Client into
Future of Expense Management
•
Switched due to slow reimbursements with previous process
and wanted a scalable process with reporting.
•
Employees now receive reimbursements 5-7 days sooner
•
Saving over $40,000 from avoiding payments of duplicates
and out of policy
•
No longer needed full time accountant for data-entry
www.certify.com | @certify
“Certify is truly an
intuitive and easy-to-use
tool, but above all the
company is so reactive to
correct or respond to
customer input.”
Eric Newman
Corporate Controller
Saddle Creek Logistics
500 Employees
Client since 2011

34. Best Practices for Expense Management
1. Integrated Travel Booking
2. Cloud-based Expense Management
3. Mobile Applications
4. Automated Policy Enforcement
5. Integrations with Current Systems
6. On-demand Reporting & Analytics
www.certify.com | @certify

35. 5
Integrations with Current Systems
•
42% of companies name the need for integrations as the most important
reason for making the switch to cloud systems
•
Integrations to eliminate or reduce manual data entry between systems
•
Improve accuracy of data
•
Remove multiple interfaces
•
Eliminate duplications of data
Reference: http://www.gbta.org/foundation/pressreleases/Pages/rls081711.aspx
www.certify.com | @certify

36. Making the Connection: Manual Vs. Automation
Which systems are organizations currently integrating with?
Web-Based Expense System
Manual Expense Process
78%
69%
66%
55%
44%
40%
39%
14%
Corp. Credit Card
General Ledger
AP System
Reference: http://www.gbta.org/foundation/pressreleases/Pages/rls081711.aspx
www.certify.com | @certify
HRIS

37. Best Practices for Expense Management
1. Integrated Travel Booking
2. Cloud-based Expense Management
3. Mobile Applications
4. Automated Policy Enforcement
5. Integrations with Current Systems
6. On-demand Reporting & Analytics
www.certify.com | @certify

38. 6
On-demand Reporting & Analytics
•
On-demand reporting for all user roles
•
Over 40 reports available, including:
•
Expenses by employee
•
Processed expense reports
•
Expenses by category
•
Top travel carriers
•
Expense report statistics
Reference: http://www.gbta.org/foundation/pressreleases/Pages/rls081711.aspx
www.certify.com | @certify

40. Best Practices for Expense Management
1. Integrated Travel Booking
2. Cloud-based Expense Management
3. Mobile Applications
4. Automated Policy Enforcement
5. Integrations with Current Systems
6. On-demand Reporting & Analytics
www.certify.com | @certify

41. Best Practices for Expense Management
1. Integrated Travel Booking
2. Cloud-based Expense Management
3. Mobile Applications
4. Automated Policy Enforcement
5. Integrations with Current Systems
6. On-demand Reporting & Analytics
www.certify.com | @certify

42. CFO’s answer, what are the most important features to
look for when selecting a T&E vendor?
Mobile applications and accessibility for
business traveler
53%
Expense Management Automation
50%
Integration with HR/Finance systems
42%
Functionality to enforce corporate travel
policies
42%
Reporting and Insight into spend
www.certify.com | @certify
40%

43. Vendor Selection Guide
 Level of complexity for user adoption
 Mobile applications with automation
 Length of time for implementation
 Level of complexity to implement
 Client support available
 Integrations to your current systems
 Scalable and global accessibility
 On-demand reporting and analytics
 Security
 Integrated travel
www.certify.com | @certify

44. Q&A Session
www.certify.com | @certify

45. Thank you
for attending todays session.
For more information
about Certify
visit, www.certify.com
www.certify.com | @certify