"The Expensein App has saved the Finance Team time in administration of expenses and is very straightforward for the end user."

Ascot Racecourse has been in operation since 1711 when Queen Anne rode out from Windsor Castle and declared the area of East Cote “ideal for horses to gallop at full stretch”. Ascot Racecourse is visited by just under 600,000 people a year, accounting for 10% of all UK racegoers. The first Royal Ascot took place at Ascot in 1768. It is Britain’s most popular race meeting, welcoming 300,000 racegoers across five days.

Before ExpenseIn

Ascot Racecourse previously used a paper-based manual expenses process. Employees filled out an expense claim form, attached receipts and got physical approval before passing onto the Finance Team for processing.

As the business grew the process became more onerous, and the risks of non-compliance grew. We were keen to modernise, reduce the reliance on paper, and introduce more automation around policy checking and approvals.

With ExpenseIn

ExpenseIn demoed their expense management software, and it was clear that the system was intuitive, clear, and addressed all the areas we wanted to improve.

ExpenseIn dedicated an Account Manager and subsequently an Implementation Manager to efficiently walk us through the process to set up and launch the system – in what was an extremely straightforward and seamless process.

ExpenseIn has had a strong level of engagement among employees, who acknowledge the huge improvement in the process and enjoy the ease with which they can now claim their expenses efficiently, and often on-the-go. The Finance Team can more easily review the claims, have greater confidence of compliance, and have better ability to analyse the expenses data. After implementation, the level of support from the ExpenseIn team remains fantastic.

We’re really pleased we made the decision to roll out ExpenseIn at Ascot Racecourse. The process has been straightforward and well managed, and the system has been widely embraced by our employees.