Solution

StreamLine Expense Management Suite

The Streamline Expense Management Suite gives you the data and insights to optimise and understanding your direct and indirect expenses – especially expenses pertaining to technology goods and services. The Suite has pre-built connectors to import invoice data via direct feeds from most major technology providers in South Africa (and can be set-up for any country/new vendor), or directly from the vendor invoices. This gives you complete control to centrally audit, review and manage technology vendors, contracts and services.

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StreamLine Expense Management Suite

A solution by adapt IT

Knowledge is power, but when it comes to expense management, accurate financial information is profit.

One of the greatest threats to any enterprise is the mismanagement of expenses due to the inability to draw accurate financial information quickly and effectively. Without accurate information, your business cannot make important financial decisions, which is a massive risk. In this current economic climate, risk should be mitigated at all costs.

“Adapt IT Streamline Expense is the only solution you need if you want a flexible, robust solution built on a world-class enterprise performance management framework.”

The days of data needing to be pivoted into a spreadsheet and exported into “meaningful” presentations are over with the introduction of a consolidated, high-performance and intelligent expense platform known as Adapt IT’s Streamline Expense Management.

This highly successful platform delivers analytics aimed at taking control of all aspects of your complex IT spend environment and enables your business to make sense of:

  • Technology costs (from summary to granular, line-by-line invoice level);
  • Cost allocations (technology costs across your entire enterprise);
  • Variances and highlighted anomalies;
  • Integration into internal business centers;
  • The procure-to-pay value chain;
  • Optimisation to deliver high-end technologies;
  • Scheduled reporting that makes sense.

With Adapt IT’s expense management solution, there is a specific focus on invoice-contract term reconciliation, invoice accuracy, internal cost allocations, and recoveries. Adapt IT Streamline Expense Management also offers customisable reports highlighting trends, outliers, exceptions and variances, supporting critical business decisions relating to cost optimisation and assurance.

If this advanced platform is not value enough, you also won’t have to walk this analytical journey alone because Adapt IT’s Streamline Expense Management offers you a highly specialised and supportive consulting team (aka the expense management heroes) who will walk the expense journey with you from start to finish.

The team comprises consultants who understand cost optimisation imperatives and the need for solutions to deliver value constantly and has a rock-solid track record of success stories to prove that they deliver. 

In fact, Adapt IT Streamline Expense Management solutions have translated into millions of rands saved for their clients, including credits back into their bottom line! This money can be injected back into an enterprise for other projects and infrastructures that equates to growth.

Adapt IT Streamline Expense Management manages all aspects of complex IT spend environments, including:

  1. All facets of troublesome reconciliations;
  2. Invoice vetting;
  3. Business intelligent reporting;
  4. Accurate cost allocations; and
  5. True reporting to internal business departments.

Adapt IT Streamline Expense Management is the number one solution for your business – and the team always delivers!

ACCELERATED MARKET CHANGES

The Covid 19 pandemic has accelerated changes in the market:

  • Current & foreseeable future will have employees working more from home
  • Possible reduction of required infrastructure and services at corporate offices
  • Adoption of new technologies Cloud services, Teams, Hosted voice services etc.
  • Flexibility in the technologies consumed
  • Achieve more.

CHALLENGES CUSTOMERS FACE

  • No control, transparency and visibility of services, infrastructure and expenditure
  • Limited ability to manage, allocate and apportion services, infrastructure and expenditure internally within their business
  • None or limited self-service capabilities e.g., increase or decrease services, licensing etc.
  • None or multiple management platforms to administer their respective services
  • High Administration and complexity with invoice management
  • Inadequate Business Intelligence to make informed strategic decisions
  • Inability to consolidate services and technologies to few or single system integrated provider/s
  • Disparate technology strategies within the business
  • No business flexibility to adopt to technology changes or business requirement
StreamLine Expense Management Suite Image 1
From the Landing Page you can easily navigate to a series of pre-defined views depending on your requirements. You might wish to look for new services you have been billed for (such as new mobile numbers or sites) or you could check for services which have not had any variable costs billed (indicating that the line has been unused so you’re paying a rental fee unnecessarily). You might also want to perform scenario planning using budgeting and planning functions in Board.
StreamLine Expense Management Suite Image 2
The dashboard acts as a baseline comparison to services which have been agreed as correct. Any new services show up and you can classify these yourself or place an enquiry with your service provider. The dashboard shows you fixed vs. variable billing as well as how you have chosen to allocate these services – in this example for internal company cost recoveries by department.
StreamLine Expense Management Suite Image 3
The Cost Summary report is the starting point to analyze all your providers in one view and slice and dice, drill anywhere, search and filter based on the question you’re trying to answer. Each screen is customizable and all of Board’s features are available to use in all screens.
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The Expense Report displays your data as it has been classified by the ‘Classification Engine’ into different expense categories and sub-categories. The heatmap shows you quickly which expense types consume most of the costs and you can check the trend over time to identify any unusual patterns or outliers.
StreamLine Expense Management Suite Image 5
Scenario Planning lets you use Board’s forecasting and planning functions to see the impact of an increase or decrease in costs on the bottom line. It can be used as the baseline for a budgeting process and feed straight into your Board budgeting application – without you needing to re-capture or export/import data between systems.
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The invoice approval workflow can be customized to meet your particular procure-to-pay and invoice dispute resolution process. You can also use the default set-up to quickly lodge a query with any of your service providers and track it through the workflow until it is resolved. An age-analysis report showing the days since the query was raised ensures that you won’t forget about a query and helps service providers meet their SLA’s and customer expectations.
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This view of the invoice approval function shows which invoices have had queries lodged against them and what action has been taken – in the form of the note or comment.
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