5 factors to help you choose between Semi-automated and Full-stack expense management for your business

1. Copyright 2017, VA Tech Ventures
Full-Stack or Semi-Automated

2. The difference
Full-stack Vs Semi-Automated

3. HCM
HRMS
TMC
Full-stack EM
solution
ACCOUNTING
SOFTWARE/ER
P
INTEGRATION INTEGRATION
FULL-STACK EXPENSE MANAGEMENT SOFTWARE
INTUITIVE UI
AUTOMATED
POLICY
CHECK
ANALYTICS
FEATURE
MULTI-CHANNEL
EXPENSE
CAPTURE

4. SEMI AUTOMATED EXPENSE MANAGEMENT
SOFTWARE
HCM
HRMS
TMC
Semi-
automated EM
solution
INTEGRATION
MAY OR MAY
NOT POSSIBLE
ACCOUNTING
SOFTWARE/ER
PINTEGRATION
MAY OR MAY
NOT POSSIBLE

5. What is your employee
strength?
Employee strength determines
the must have things while
opting a software solution for
your organization.

6. Employee Strength
Org. Structure
T&E Spend
Travel Frequency
Org. Growth Rate
If no. of users is more than 50, you may require…
If no. of users is less than 50, you may
require…
Full-
stack
solution
Semi-
Automated
Solution

7. Multiple training
sessions
Dedicated post
sale support
Intuitive UI
Solution which is used by major chunk of employees need to have an
intuitive and smooth UI
Employee Strength
Org. Structure
T&E Spend
Travel Frequency
Org. Growth Rate
If no. of users is more than 50, you may require…

8. Multiple
training
sessions
Dedicated post
sale support
Intuitive UI
Large workforce with scattered presence is one of the hurdles in
employee training.
Employee Strength
Org. Structure
T&E Spend
Travel Frequency
Org. Growth Rate
Organizations require a solution which can provide :
If no. of users is more than 50, you may require…

9. Employee Strength
Org. Structure
T&E Spend
Travel Frequency
Org. Growth Rate
Customer support is the difference between investing in a product,
and actually benefiting from a product.
Multiple training
sessions
Dedicated
customer
support
Intuitive UI
Customer support is required, because:
If no. of users is more than 50, you may require…

10. Employee Strength
Org. Structure
T&E Spend
Travel Frequency
Org. Growth Rate
Limited Training
Resources
Offline
settlement
For companies having limited
workforce:
If no. of users is less than 50, you may require…

11. As no. of employees is less, there is less expense data for
verification, approval and reconciliation
Data can be verified manually with a comparatively smaller TAT
Employee Strength
Org. Structure
T&E Spend
Travel Frequency
Org. Growth Rate
Limited Training
Resources
If no. of users is less than 50, you may require…

12. How is your Organization
structured?
Organizational structure determines
whether the selected solution is capable
of automating complex/multi-layered
workflow and policies of concerned
organization

13. Employee Strength
Org. Structure
T&E Spend
Travel Frequency
Org. Growth Rate
If the organization is multi-layered, you may require…
Full-
stack
solution
Semi-
Automated
Solution
If the organization is single-layered, you may require…

14. Policy compliance can be a major headache and a source of
considerable friction between organizations and employees.
With a full-stack software solution, companies can:
If it is multi-layered, you may
require…
Workflow
Automation
Workflow
Deviation
Centralized
cost centers
editing
Employee Strength
Org. Structure
T&E Spend
Travel Frequency
Org. Growth Rate

15. An organization need automated workflow for setting up :
Policy Check
Engine
Workflow
Deviation
Centralized
cost centers
editing
Employee Strength
Org. Structure
T&E Spend
Travel Frequency
Org. Growth Rate
If it is multi-layered, you may
require…
Every organization has different processes for approval, cost
allocation and cost supervision.

16. Deviation if not automated may cause delay and confusion while
approval and verification of the expenses
Automation of workflow deviation is important for:
Policy Check
Engine
Workflow
Automation
Centralized
cost centers
editing
Employee Strength
Org. Structure
T&E Spend
Travel Frequency
Org. Growth Rate
If it is multi-layered, you may
require…

17. Different employee makes different types of expenses. These expenses
are generated across multiple mediums.
Employee Strength
Org. Structure
T&E Spend
Travel Frequency
Org. Growth Rate
Policy Check
Engine
Workflow
Automation
Workflow
Deviation
If it is multi-layered, you may
require…
Organization need to make sure that the selected system can capture these
transaction records from multiple mediums such as:

18. Companies having flat organizational structure may not require much
workflow configuration as:
If it is single-layered, you may require…
Employee Strength
Org. Structure
T&E Spend
Travel Frequency
Org. Growth Rate
Single-level
manager-
subordinate
approval workflow
Liner workflow Offline/Manual
mapping

19. For companies having linear workflow, partial automation of things
will suffice the purpose
Employee Strength
Org. Structure
T&E Spend
Travel Frequency
Org. Growth Rate
Single-level
manager-
subordinate
approval workflow
Offline/Manual
mapping
If it is single-layered, you may require…

20. Cost centers are limited and can be be mapped
manually.
Employee Strength
Org. Structure
T&E Spend
Travel Frequency
Org. Growth Rate
Single-level
manager-
subordinate
approval workflow
Liner workflow Offline/Man
ual
mapping
If it is single-layered, you may require…

21. What is your monthly T&E
spend?
Organizations having large T&E spend is
required to have a solution which can give
visibility of spend and enable quick
employee reimbursement, while ensuring
submitted expenses comply with
company's T&E policy.

22. Employee Strength
Org. Structure
T&E Spend
Travel Frequency
Org. Growth Rate
Full-
stack
solution
Semi-
Automated
Solution
If it is less than 10K /user /month, you
may require…
If it is greater than 10K /user /month, you
may require…

23. If it is greater than 10K /user /month, you may
require…
Speedy
reimbursemen
t
Employee Strength
Org. Structure
T&E Spend
Travel Frequency
Org. Growth Rate
Analytics is important to evaluate an organization's expense spending from
multiple perspectives, uncovering cost overheads and taking more intuitive
decisions.
A system with analytics:

24. Analytics &
reports in
multiple formats
Employee Strength
Org. Structure
T&E Spend
Travel Frequency
Org. Growth Rate
If it is greater than 10K /user /month, you may
require…
If employees are investing their own money for business related purpose,
Organizations need a solution which can pacify verification and reimbursement
process in order to:

25. For organization having small spend:
Simple
tech infra
Employee Strength
Org. Structure
T&E Spend
Travel Frequency
Org. Growth Rate
If it is less than 10K/user /month, you may require…

26. Excel data
dump for
various report
Employee Strength
Org. Structure
T&E Spend
Travel Frequency
Org. Growth Rate
If it is less than 10K/user /month, you may require…
For organization having small spend:

27. How frequently your employees
travel?
If employees travel frequently, organizations
need a solution which eliminates extra
burden of keeping track of expenses done on
the trip by automating travel requisition and
capturing all the expenses on-the-go.

28. Employee Strength
Org. Structure
T&E Spend
Travel Frequency
Org. Growth Rate
If employees travel frequently, you may require…
If employees travel rarely, you may require…
Full-
stack
solution
Semi-
Automated
Solution

29. Employee Strength
Org. Structure
T&E Spend
Travel Frequency
Org. Growth Rate
If employees are traveling frequently:
Robust mobility
solution for on the
go expense filling
Integration of
travel partner
If employees travel frequently, you may require…
Organization need a system which can automate pre-trip approvals, travel
policies and approval workflow as:

30. Employee Strength
Org. Structure
T&E Spend
Travel Frequency
Org. Growth Rate
A Robust mobility solution allows to manage anything related
to expense and or travel on real time basis.
Pre-trip approvals
and workflow
automation
Integration with
travel partner
If employees travel frequently, you may require…

31. Employee Strength
Org. Structure
T&E Spend
Travel Frequency
Org. Growth Rate
Integration with TMC softwares is one critical way of achieving T&E
spend goals
Integration with Travel partner gives wide variety of cost, compliance and
most importantly, visibility on:
Pre-trip approvals
and workflow
automation
Robust mobility
solution
If employees travel frequently, you may require…

32. Employee Strength
Org. Structure
T&E Spend
Travel Frequency
Org. Growth Rate
If employees travel rarely, you may require…
Simple travel
related field
category
Travel request are meagre, limited resources are required for
managing travel data.

33. Employee Strength
Org. Structure
T&E Spend
Travel Frequency
Org. Growth Rate
If employees travel rarely, you may require…
Manual Travel
Requisition
Companies whose employee travel rarely can capture data easily
as

34. How fast is your organization
growing?
As the company grows in size, amount of
money spent on employees, settlement data,
time invested in verification of the spend
data is also increased. Along with these
policies and level of complexity also goes up.

35. Employee Strength
Org. Structure
T&E Spend
Travel Frequency
Org. Growth Rate
Full-
stack
solution
Semi-
Automated
Solution
When the company is in growth stage,
you may require…
When the company has just started, you
may require…

36. For companies in growth phase, it’s important to manage company
finance judicially and take more informed business decision
Realtime settlement dashboard :
When the company is in growth stage, you may require…
Working
Capital
Management
Integrated
Employee
Benefit Solution
Multiple API
Integration
Employee Strength
Org. Structure
T&E Spend
Travel Frequency
Org. Growth Rate

37. For a growing business it’s very important to manage the working
Capital efficiently
Employee expense is one of the major cost overhead for almost all business
present, for a sustainable growth business need a solution which can:
When the company is in growth stage, you may require…
Realtime
settlement
dashboard
Integrated
Employee
Benefit Solution
Multiple API
integrations
Employee Strength
Org. Structure
T&E Spend
Travel Frequency
Org. Growth Rate

38. Employee benefits is crucial retention strategy for an organization.
Managing employee benefits like old traditional ways have never been thing
of pleasure for the employees. For this, organizations need a solution which
can:
When the company is in growth stage, you may require…
Realtime
settlement
dashboard
Working
Capital
Management
Multiple API
integrations
Employee Strength
Org. Structure
T&E Spend
Travel Frequency
Org. Growth Rate

39. A growing business might use several solutions to track the money
flow, exporting data from one solution and manually entering into
other becomes a tedious task for employees
In such case, you need a solution which is integrable with other solution and
can provide bi-directional data flow
When the company is in growth stage, you may require…
Realtime
settlement
dashboard
Working
Capital
Management
Integrated
Employee
Benefit Solution
Employee Strength
Org. Structure
T&E Spend
Travel Frequency
Org. Growth Rate

40. Specialized solution are not required. Settlements are less in
magnitude and can be tracked manually
Employee Strength
Org. Structure
T&E Spend
Travel Frequency
Org. Growth Rate
Simple
integrations
When the company has just started, you may require …

41. Small scale businesses use very limited IT solutions. Hence, less
amount or simple integration is required.
Employee Strength
Org. Structure
T&E Spend
Travel Frequency
Org. Growth Rate
Offline
settlements
When the company has just started, you may require …

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