Case study:
Trant Engineering Streamlines Expenses With COINS
Access COINS ERP helped Trant Engineering transform their expense procedures, saving them time and money whilst providing unparalleled visibility.
Business size
Large
Industry
Infastructure
Product
Access COINS ERP
Challenge
- As a major engineering business, Trant Engineering needed to modernise its expenses process, moving away from paper-based processes that were costing them countless man-hours in administrative work
Approach
- Trant Engineering implemented Access COINS ERP Expenses
Results
- Trant Engineering has now greatly improved control over their claims process, increasing visibility for both their clients and staff, whilst saving over 832 hours a year on back-office administration work.
First established in 1958, Trant Engineering is one the UK’s leading engineering and construction companies. As a multi-discipline company, Trant Engineering provides innovative, technology-led solutions for complex engineering challenges across the globe.
The Challenge – Managing Thousands of Expense Claims
Managing expenses had become a lengthy process for the Trant team, with countless hours spent tracking down missing receipts, identifying illegible handwriting, and chasing people for missing information such as missing site costings and information required to maintain HMRC compliance.
With more than 1,700 claims every month covering everything from mileage, to travel meals, site incidentals and hotels, managing expenses was a full-time job. To handle expense payments, which were ‘off payroll’, we needed fortnightly payment runs.
- Finance Team, Trant Engineering
The Cost Of Missing Information & Wasted Man-Hours
Trant’s finance team found themselves spending numerous hours chasing missing information to expedite the claims process. With a lack of control over their claimants, timely reporting had become impossible.
We had cases where people would hoard expense receipts for longer periods of time, over the Trant specified claim expiry date, causing additional pressure on the finance team to process claims.
- Molly Hart, COINS Administrator, Trant Engineering
A Time For Change, Seamless Workflows With COINS Expenses
The Access COINS Expenses module provides a digital solution for employees to record, submit and manage expenses directly from any of their devices. This information is then fed directly into the Access COINS ERP system.
As Trant was an existing COINS customer, their costing details and data were already stored within the Access COINS ERP system. This meant that it integrated seamlessly into their existing ERP package, sharing information automatically with the COINS Payroll module they had already been using.
COINS Expenses offered us a way to implement better workflow policies. There were more advantages in the COINS Expenses software than any of the other solutions considered.
- Charlotte Bullen, ERP System Manager, Trant Engineering
The Access COINS Expenses module provided a solution for Trant Engineering to completely digitize and streamline its entire expense process, from claim to payment.
An Effortless Integration With Access COINS ERP
Like any business, Trant Engineering’s biggest concern was how they transition to this new way of working.
To ensure a seamless transition, this process was led by Charlotte Bullen, ERP System Manager, an experienced Access COINS user with a payroll and finance background, supported by Molly Hart, COINS Administrator, who also has a background in payroll.
We conducted e-Learning sessions to meet the challenge of training over 200 users on how to use the new system before it went live.
- Charlotte Bullen, Trant Engineering
These sessions ranged from general claimant sessions which focussed on explaining the reasons behind introducing a new system, live demonstrations and Q&A sessions, as well those tailored for approvers.
Trant made the switch from paper to digital in one step, which was timed to coincide with the end of its financial year. Due to the diligent planning and preparation work for the upcoming change, this ‘all or nothing approach’ became the most efficient way to handle the transformation.
Increased Control & More Accurate Projections
With the Access COINS Expenses module, Trant is now able to more accurately allocate costs to projects in real-time. Prior to using Access COINS Expenses, this was an issue as it was difficult to control the timings of when claims were submitted.
This also made it easier for Trant to ensure compliance with its company expense policy by easily setting values for claim items alongside their standard rate, as well as creating cost caps.
Trant is also now able to enforce its ‘three-month expense submission rule’, i.e. employees have a three-month deadline to claim expenses, as Access COINS Expenses can be set up to prevent claims from being submitted outside the allotted period of time.
COINS Expenses creates automatic policy warnings flagging items such as duplications. This makes it easy to see where someone has claimed twice for something; this can be difficult to track with a paper-based system.
- Charlotte Bullen, Trant Engineering
Saving Time & Increasing Team Profitability With Automation
The administrative input needed to process expense claims has now been greatly reduced as paper-based receipts no longer require manual keying. With Access COINS Expenses, users can scan or take a photo of the receipt and the software will interpret and enter the details automatically.
Not only has this reduced man-made errors and improved query handling, but it has also unlocked capacity within the team to focus on more important work.
Previously a full-time role, this data-entry has now been reduced by two days a week, saving Trant over 832 hours a year in back-office administration.
COINS has streamlined how I support my staff in the prompt and timely submission and approval of expenses, irrespective of geographic constraints and the need to have access to scanners and email for wet signatures. The data collected is clear and auditable, reducing the chance of rejection.
- Simon Robinson, Trant Engineering
Streamlined Expense Processes & Faster Reimbursement
Expenses are now fully incorporated into the Access COINS ERP system and are paid monthly via the payroll and across multiple trading companies.
With Access COINS Expenses, claiming has become far easier for the claimant too – with new methods for tracking and recording mileage which is now directly linked to quarterly rates published by the UK Government.
The COINS mobile app allows me to process my claims and submit my reports whilst on the road. Using the device in my pocket, I no longer need to save my receipts and remember historic details when at my desk. Being able to use the Google Map integration, helps me ensure that I report the correct mileage for my journeys.
- Simon Robinson, Trant Engineering
Working With Access COINS
Access COINS is designed from the ground-up to meet the needs of the construction sector. Our technical consultants and support team are rich with construction-specific experience and an exemplary understanding of business needs of construction companies.
It has been really nice to work with the COINS team and it has been a collaborative working relationship.
- Charlotte Bullen, Trant Engineering
