Expenses Management Case Study - Notts Sport

Who is Notts Sport?

Notts Sport is an International Sales & Marketing Company who provides design advice and supply synthetic sports surfacing. Notts Sport has agents across Europe in France, Germany, Spain, Italy, Norway and the UK and also has agents in the USA.

With a turnover of £3million, they have 23 employees and have been working in the industry since 1984.

Why look at an automated system?

As the majority of Notts Sport staff are sales personnel traveling to client meetings there was a difficulty in chasing expense forms, inconsistency in filling in the forms and a distinct lack of VAT knowledge amongst employees leading to an abundance of problems for the finance department when processing claims.

Notts Sport needed to make improvements and were left with 5 options:

• Telling sales employees to get it right or not get paid
• Employing an additional member of staff to concentrate solely on employee expenses processing
• Design an in house spreadsheet system
• Look for an available piece of software that would fix the problem without breaking the bank.
• Continue with the current system, which was creating an unmanageable workload.

Why choose Expenses?

Having reviewed the proposed options, Carl Pearce, Company Secretary, attended the Softworld exhibition in Birmingham and met Software Europe.

Expenses was selected because of it's simplicity and flexibility. Being web based meant that it was highly adaptable and could be used by employees at any time and from anywhere in the world.
Expenses enabled Carl to obtain every piece of information he needed and Software Europe supported the company through full implementation.

The system has now been in place since December 2002 and continues to provide all the information the organisation requires, whilst retaining the simple user-friendly design.