Transform your travel and expense processes into innovation opportunities, making your management smarter, more efficient, and decisively data-driven to improve your efficiency.
Our objective at Althéa: supportFinance, Procurement and HR functions in implementing and optimizing their expense management and travel management processes.
Optimization and improvement of travel & expense (T&E) processes
To help our clients optimize and improve the efficiency of their travel & expense (T&E) processes, here are some examples of projects we carry out in France and internationally.
- Master plan:
- Definition of the vision, objectives, and priorities around travel & expense processes
- Implementation of roadmaps on travel and business trip challenges
- Audit and Assessment of Current Processes:
- In-depth audit of existing T&E processes
- Identification of inefficiencies, gaps, and friction points (business and user) that may hinder productivity and compliance
- Solution benchmarking:
Identification of a shortlist of solutions meeting the client’s challenges and processes in order to engage them during the consultation phase
Optimize your travel & expense processes!
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- Selection assistance:
- Support in solution selection assistance
- Drafting of specifications and response grids, tender management, recommendations
- Project management assistance (AMOA):
- Project management
- Assistance during target process design and help collecting necessary configuration data
- Facilitation of the solution testing phase
- Facilitation of technical interface and/or data migration projects
- Change management and operational maintenance:
- Implementation of documentation for users, approvers, administrators
- Platform usage training: end users, key users
- Platform administration training
- Support
Our strategic approach focuses on helping organizations become more efficient, agile and aligned with market best practices closely aligned with market best practices.
Key Figures
Travel & Expense Experts
Expertise covering the entire process, from travel to expense management
T&E support assignments per year
50% of these assignments involve key accounts and international challenges
client satisfaction
Strong recognition from our clients at the end of our assignments
Our References
For one of the leaders in postal services | Services sector
150,000 employees – solution selection support for the new expense management solution
For the Human Resources Department of a major French company operating in the postal services and logistics sector, completion of a scoping project for market consultation.
Deliverables:
- Detailed audit of all processes.
- Interviews with key stakeholders (administrators, Management, end users, assistants).
- Identification of main pain points and improvement areas.
- Creation of application mapping.
- Drafting of a recommendation document and roadmap.
- Benchmark of solutions considered for the consultation.
- Drafting of specifications for the consultation.
- Facilitation and management of the consultation.
- Assistance with negotiation/contracting.
For a major international logistics and transport player | Transport and logistics sector
2,000 employees – scoping and requirements specification for the new expense management solution
For the Finance Department of a major international logistics and transport player, completion of a process simplification, operations automation, and AMOA project for the deployment of solutions (travel & expense) in an international context.
Deliverables:
- Definition of the expense report process and target organization
- Challenge of business units, integrator, and vendor
- Simplification of configurations and existing interfaces
- Automation of certain tasks
- Use of pilot groups to engage users as part of the change management initiative
- Support to various departments (Procurement, Accounting, etc.) and global subsidiaries in formalizing their requirements
- AMOA for the deployment of an Expense solution internationally (Europe, North Africa, Asia, USA)
- AMOA for the deployment of a travel solution in France
- User support on travel & expense modules
- Drafting of functional specifications related to reporting requirements
- Implementation of reporting dedicated to operational management (development, automation, etc.)
- Drafting of interface functional specifications
- Interface development
For a social protection and insurance player | Services sector
2000 salariés – cadrage et élaboration du cahier des charges de la nouvelle solution d’expense
For the Procurement Department of a French group specializing in social protection and insurance, completion of a selection assistance project for an integrated travel & expense solution.
Deliverables:
- Definition of the consultation strategy,
- Drafting of specifications,
- Drafting of analysis and response grids,
- Facilitation of the tender and presentations,
- Drafting of the recommendation document,
- Assistance with contracting.
Challenges
Optimize Your Digital Transformation
Fully achieve your digital transformation by eliminating manual management of business processes (Excel forms, complex internal IT developments that are difficult to maintain, etc.).
Process Optimization: Reducing Lead Times and Digitalization
Address poorly automated and digitalized processes, thereby reducing validation, processing, and expense reimbursement timeframes.
Modern and Agile Solutions
Improve user experience by offering modern, agile solutions that comply with new market requirements.
Contacts
Your questions about Travel and Expense management
What are the challenges of Travel & Expense management?
Managing business travel and expense reports (Travel and Expense) represents a major challenge for companies, requiring a structured approach to travel and expense management. Cost reduction constitutes a primary challenge, with the need to optimize travel expenses while maintaining employee satisfaction. Expense control becomes crucial in a context where transportation and travel costs sometimes represent the second largest expense item after salaries! In fact, real-time expense visibility enables finance teams to better track expenses related to business travel.
What added value does artificial intelligence bring to Travel & Expense management?
AI is profoundly transforming Travel and Expense management by bringing a new dimension to data processing. Modern solutions integrate algorithms that automate the expense report reading process, enabling instant recognition of essential information and their automatic categorization. This automation significantly reduces the time spent on expense report entry.
Predictive analysis also enables spend management optimization by identifying spending trends and anticipating future expenses. Thus, finance teams benefit from real-time visibility on potential anomalies, facilitating fraud detection and control of expenses related to business travel.
What are the essential features of a Travel & Expense tool?
A high-performing expense management software must be easy to use (intuitive mobile and desktop interfaces), while offering visibility across all data related to business expenses. Consequently, key features typically include:
- Automation of the entry process (intelligent data extraction, automatic currency conversion, automatic import of transactions made via corporate cards, etc.);
- Approval workflow management (customizable validation workflows based on amounts, automatic alerts for approvers, batch validation for managers, etc.);
- Integration with accounting systems (direct connection with ERPs, export of accounting entries, etc.);
- Real-time reporting (budget tracking by department/project, spending trend analysis, customizable data export, etc.);
- Corporate card management.
What are the legal obligations regarding expense reports?
Managing what is called expense reimbursement is governed by strict legal obligations that each company must comply with. The expense report software must enable submission of an expense report compliant with tax authority requirements, particularly regarding taxes.
Supporting documents must be retained for a legal period of 6 years, with a management system enabling their secure archiving. Each receipt must include essential information: date, amount, nature of the expense, and the professional nature of the expense must be clearly established.
Finally, the reimbursement policy must define limits compliant with tax scales, particularly for meal and accommodation expenses. Reporting must enable distinction between business travel expenses and personal expenses.
