Smart, connected expense automation: Why now?

In today’s rapidly shifting business world, organisations are under pressure to operate more efficiently, drive down costs, and build resilience into their processes. Every inefficiency is a missed opportunity, and nowhere is this more evident than in how companies manage expenses. 

Manual expense management may once have been standard practice, but today it is a burden—time-consuming, error-prone, and disconnected from broader financial systems. Employees dread the task of tracking receipts and filling out claims, approvers often lack the information needed to make timely decisions, and finance teams are left cleaning up the mess through endless audits. 

With increasing transaction volumes, these inefficiencies don’t just slow things down—they directly impact your bottom line, reduce visibility, and make it harder to respond to risk. 

The case for automation 

Smart, connected expense automation is no longer a “nice to have”. It’s an essential step in future-proofing your business. Intelligent expense solutions, like Concur Expense, use AI and machine learning to streamline processes from start to finish. They capture data in real time, flag irregularities before they become problems, and give everyone—employees, finance, and leadership—a better experience. 

Instead of submitting expense reports days or weeks after a trip or transaction, employees can snap receipts on the go using mobile apps powered by AI technology. The system automatically populates the relevant fields, flags missing information, and enforces policy compliance—before claims even reach the finance team. 

This kind of automation transforms the entire approval process. Managers receive complete, accurate information without having to chase it. Finance teams spend less time auditing and more time adding value. Leaders benefit from consolidated data that’s aligned with the business’s wider financial picture—enabling better decisions, faster. 

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The business impact 

Organisations that automate expense management report significant gains. In fact, studies show that businesses can save up to £37,000 annually, with finance teams reclaiming over 13 hours a week on average. Lost receipts become less common. Errors are dramatically reduced. And instead of reacting to spending patterns after the fact, finance leaders can act proactively based on near real-time insights. 

For employees, the experience improves too. With intuitive mobile tools and smart workflows, the process of submitting and approving expenses becomes fast, seamless and—dare we say it—enjoyable. In a world where attracting and retaining talent is increasingly challenging, this matters. 

Implementing an automated solution 

The journey to full expense automation doesn’t have to be complex. The key is to involve the right people early—especially your finance and accounting team, who are closest to the day-to-day pain points. From there, map out your current workflows and pinpoint the challenges. Look for a solution that integrates easily with your existing systems, scales with your business, and offers flexibility in how policies, approvals and reporting are configured. 

Change is never without its hurdles, but with the right support—training, onboarding, and expert consultancy—you can ensure smooth adoption and maximum return on investment. 

SAP Concur not only provides the tools to make this transformation possible, but also supports your business with 24/7 help, a dedicated Client Engagement Executive, and a vast partner ecosystem to meet your unique needs. 

Choosing the right expense solution 

When selecting a solution, look for one that goes beyond simple automation. The best platforms combine AI, machine learning and human oversight to deliver high accuracy and full visibility. Features like real-time reporting, customisable workflows, integrated policy enforcement, and secure data management are non-negotiables. 

Mobile functionality is crucial too. Employees should be able to capture and submit expenses from anywhere, and managers should be able to approve them just as easily—speeding up processing times and boosting efficiency. 

And as your business grows, your solution should grow with you. Whether you're managing discretionary spend, controlling budgets, or preparing for new markets, your expense management platform should provide the insights, scalability, and agility you need. 

Now is the moment 

Every business is looking for ways to be leaner, smarter and more adaptable. Automating expense management is one of the most impactful steps you can take—not just to save time and money, but to gain greater control, visibility, and peace of mind. 

With SAP Concur, you can leave behind the admin-heavy processes of the past and move forward with confidence. Whether you're starting from scratch or extending your existing systems, our solutions are designed to simplify the complex and bring clarity to your spend. 

Explore what’s possible. Request a demo today, take a self-guided tour of Concur Expense or watch our 

Sources: 1. Analysys Mason 2022, Travel, Expense, and Supplier Invoice Management Study