"[The biggest benefits since using ExpenseIn are its] ease of use, configuration for back office, and the mobile app."

Motorsport UK
Industry

Motorsport

HQ

Bicester, England

Products used

Mobile phone icon

Expense management

Utilising the mobile app and OCR scanning.

Motorsport UK is the national membership organisation and governing body for four-wheel motorsport in the UK. Representing competitors, volunteers, clubs, and fans, the organisation supports a diverse community of 700 affiliated motor clubs, 30,000 competition licence holders, 10,000 volunteer marshals, and 4,000 officials.

As a not-for-profit entity and founding member of the Fédération Internationale de l’Automobile (FIA), Motorsport UK is dedicated to growing and servicing the sport.


Challenges with previous expense process

Motorsport UK faced significant challenges with their previous expense management system.

The configuration process was particularly difficult, involving complex dropdowns, links to accounting codes, and issues with suitability for various stakeholders.

Also, the absence of crucial features like a mobile app and OCR scanning made the process cumbersome and inefficient.

"Our previous system was very difficult to configure in terms of the various dropdowns, links to accounting codes and suitability for our various stakeholders.

In addition, the features like mobile app and OCR scanning were also of significant interest as we did not have access to these features."

The cost model of the previous provider was another major pain point.

It included fixed fees for the number of users (whether active or not) and an additional fee per claim, making it less flexible and more costly.

Choosing ExpenseIn for enhanced efficiency

Having previously used ExpenseIn, Motorsport UK was already aware of its ease of use, straightforward configuration, and seamless deployment.

This familiarity played a key role in choosing ExpenseIn as the solution to their expense management issues.

"I had used ExpenseIn at a previous organisation (Prodrive) and was therefore aware of its ease of use, configuration and deployment."

Key benefits realised with ExpenseIn

Since implementing ExpenseIn, Motorsport UK has seen numerous benefits:

  • Ease of use: The platform is user-friendly, making it simple for staff to navigate and utilise.

  • Configuration: The back-office configuration is much more straightforward, allowing for better management and customisation.

  • Mobile app: The availability of a mobile app has significantly improved the efficiency of submitting and managing expenses.

"[The biggest benefits since using ExpenseIn are its] ease of use, configuration for back office and the mobile app."

Positive reception among users

The internal trial phase, involving 70 users, was highly successful.

This positive experience has paved the way for a broader rollout to Motorsport UK's volunteer community, which consists of approximately 2,500 users.

"Our internal trial was a success (70 users) and we are now rolling out to our volunteer community which is a significant audience (2,500 users)."

The feedback has been overwhelmingly positive, highlighting the system's effectiveness and user-friendliness.

Outstanding support from ExpenseIn

The support from the ExpenseIn team has been exemplary.

They have provided excellent service, particularly in helping to configure the system to meet Motorsport UK's specific needs.

"We have had excellent service from the team in helping to configure our system."

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