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Over the past decade, workplace technology has radically increased efficiency. Cloud storage and online collaboration tools help teams work faster and more conveniently, with compliance and security baked in.
But when it comes to business expenses, most companies are stuck in the past. Paper receipts, endless approval chains, and reimbursement delays — sound familiar? Despite all our modern tools, expense management still feels like it belongs in another century.
Why do we tolerate such outdated, time-consuming processes? Why aren’t we as demanding about convenience and speed for company spending as we are for everything else at work?
In this post, we’ll show you just how broken standard expense management really is—often in ways you might not even notice. We’ll focus on three big headaches:
Expense claims
Company credit cards
Supplier invoices
And, most importantly, we’ll show you how smart, modern tools can fix these issues for good, saving your team time and sanity.
Classic spending systems – clunky, slow, and generally hated
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Most companies use the same old system: employees pay out of pocket, submit claims, and wait weeks to get reimbursed. Or they borrow a company card and send receipts to finance, who then have to chase approvals and reconcile everything by hand.
Even supplier invoices, which should be straightforward, often end up in a mess of emails and manual data entry. In the end, every expense hits the finance team’s desk and eats up valuable time.
How companies process expense claims
Here's how most businesses handle expense claims:
An employee pays for something with their own money.
They (hopefully) save the receipt.
At the end of the week or month, they submit an expense claim.
The claim goes to finance, who might need approval from a manager.
Finance enters the data into spreadsheets or an ERP.
Reimbursement is scheduled – often weeks later.
The details go into accounting software or to external accountants.
Eventually, the employee gets paid back.
It’s easy to think of this as “just the way things are.” But it’s inefficient for everyone – and especially discouraging for employees who are out of pocket for a period of time.
How businesses use company cards
If your team uses company cards, the process isn’t much better:
An employee asks for permission to use the card.
They track down the card (not always easy).
They make the purchase and save the receipt.
They send the proof to finance, who must match it to the statement.
All data is manually entered into accounting tools.
Oversight is poor, approvals are unclear, and finance is still buried in manual work.
How companies process invoices
Invoices should be simple, but in reality:
A team member hires a supplier or freelancer.
They seek approval (often by email or in person).
The supplier sends the invoice.
The team member forwards it to finance or procurement.
Finance checks for approval (which may not be recorded).
The data is entered into spreadsheets or an ERP.
Payment is scheduled – sometimes on a timeline that frustrates suppliers.
The result? Confusion, delays, and wasted time.
What makes company spending painful?
Let’s look at an example: Simone, a sales rep, buys £8.50 worth of whiteboard markers for a client meeting. By the time she’s tracked her receipt, filled out a report, chased down approvals, and waited for reimbursement, weeks have passed – and the process has touched half a dozen people.
This kind of inefficiency drains time, morale, and resources.
Pressure on frontline staff
Simone, like many employees, has to use her own money for work expenses and then wait weeks or months for reimbursement. The process is slow, and the amounts can quickly add up.
We wouldn’t ask friends or family to wait that long for repayment – so why do it to our staff?
Even more pressure on your finance team
Finance teams spend far too much time chasing receipts and reconciling transactions, instead of focusing on strategic work.
Too many people involved
A standard expense claim can involve three or more people – the employee, their manager, finance, and sometimes HR or admin. Each additional step slows things down and creates more opportunities for errors.
Inefficient and inconvenient
Manual, paper-based processes waste time and distract your best people from work that actually grows your business.
Serious security flaws
With so much paperwork, it’s almost impossible to see what’s being spent in real time. This opens the door to:
Maverick spend (unauthorised or unexpected purchases)
Overspending and expense padding
Credit card fraud
The best way to reduce these risks is to move expense management to real time.
Why do we put up with this?
Personal spending technology has evolved – think Amazon one-click or digital wallets – but business expenses lag behind. Why?
Lack of awareness: Most people don’t know there are better options.
Distance from the problem: The decision-makers aren’t the ones filling out forms or chasing receipts.
But there’s a better way: integrated spend management tools.
Integrated spend management – a smart, responsive solution
Platforms like Spendesk decentralise expense management, automate approvals, and give teams the freedom to spend responsibly – without losing control.
How they work
Expense claim automation: Employees submit claims instantly and receive fast reimbursement. Managers can approve on the go. There’s no manual data entry for the finance team. Learn more.
Prepaid expense cards: Issue secure, customisable cards to staff. Receipts are captured on the spot, with spending limits built in. Learn more.
Invoice processing tools: Upload invoices, route them for approval, and track all payments in one platform – no messy email chains or confusion. Learn more.
Enhanced security and convenience
Modern spend management tools boost security by:
Setting pre-authorised categories and spend limits
Using single-use, non-transferable virtual cards
Providing instant visibility over all expenses
Automating receipt capture and compliance
No more paperwork. No more out-of-pocket frustration. Fraud risks are dramatically reduced. Read more about Spendesk’s approach to security.
Final thoughts
Traditional expense management is slow, complex, and completely out of step with the way we work today.
It’s time to ditch paper forms and endless email chains. Give your team the tools to spend responsibly and efficiently – and let them focus on what really matters.
If you’re a CEO, you can empower your staff to make business purchases quickly and securely. If you’re not the boss (yet), share this with someone who is.
Ready to see what modern spend management looks like? Book a demo with Spendesk today.
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Chris Dunne
Chris Dunne is our Content Marketing Manager. Based in Derry, he brings over 15 years of marketing experience to our content strategy. Outside of work, Chris loves spending time with his two young children, playing football, and exploring Ireland. Chris is an expert in financial strategy and spend management.
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