Not all tools are the same. Brütsch-Rüegger Tools, a Swiss tool retailer and service provider for industrial customers, knows exactly what we are talking about. This is true not only when procuring the latest quality merchandise, but also when choosing an expense management solution.
Brütsch-Rüegger Tools employs many Account Managers, Consultants and Project Managers who are often out and about. They incur various expenses, such as meals, accommodation, train tickets, private vehicle usage, flat rates, car rentals and flight tickets.
HR specialist and Rydoo project manager Yvonne Zampati explains exactly how Rydoo has changed the way Brütsch-Rüegger works.
What was your process before Rydoo, and when did you realise something needed to change?
“Before, all our expenses were submitted and processed manually via paper forms. We were, in a way, like many others, as we had been planning to change our expense management process for a long time, but other important projects and a high workload delayed an earlier start. We were mostly driven by the need for an easier process for all stakeholders, a lower margin of error than with our manual process and better cost transparency.”
How did your selection process go?
“We basically found Rydoo through research on the internet. Of course, you are not the only expense management provider we looked at, so we had a long list of criteria. Initially, we tested several solutions on their general performance, compatibility with our systems, and, of course, their price, until we narrowed the list down to five suppliers.
Then we took it one step further and analysed each of these suppliers on additional aspects, such as mobile capabilities, VAT and foreign currency management, workflows, electronic storage options, error and fraud detection, credit card integration capabilities, individual adjustments, onboarding planning, and their reference customers. We chose Rydoo because you met our requirements and were able to convince us with your great ease-of-use and high technological standards.”
What do you think about Rydoo’s real-time expensing model? Are you missing the good old expense reports?
“In our opinion, real-time expensing simplifies the control of expenses. Before Rydoo, we used expense reports. Checking the individual positions and then adding them up was too time-consuming, so we’re very much advocating the real-time expensing approach.”
How easy was the implementation of Rydoo?
“The implementation was very simple: on our side, I was the one involved, together with the support from the IT department. Rydoo supported us with a great Customer Success Manager. With its phased project plan, the implementation itself went very smoothly, which I know is absolutely not self-evident! The most important settings were configured by Rydoo (employees, cost centres, categories, etc.) After that, I only had to make minor adjustments. And precisely because the application is so user-friendly, it was easy to use.
Of course, we also had to make sure to comply with the regulations of the tax administration regarding value-added tax and permitted expense payments (maximum amounts, etc.). I communicated the legal requirements to Rydoo and together we worked out a solution to implement and comply with them.”
Are there any integrations that were important for you?
“Yes. We needed an interface to our payroll system, Abacus. Already during the evaluation phase, I received a sample file from your sales rep, which I could forward to Abacus so that they could set up the interface. That was an effort of a few hours and worked right from the start.”
How easily has Rydoo been adopted at Brütsch-Rüegger Tools?
“Expenses are now only accepted via Rydoo, so everyone uses the application. I know that change management is not always easy, but with Rydoo there was no resistance from the employees. On the contrary, the introduction of Rydoo was warmly welcomed. The application is simple and makes our employees’ everyday life easier. They no longer have to collect, collate and submit receipts – they simply take a picture of the receipt and submit the expenses.”
What were the main problems Rydoo helped to solve for your company?
“The entire expense process has been simplified and is therefore faster. Another huge advantage is that we finally get the desired transparency on our employees’ expenses.
In our company, expenses are not reimbursed via the finance department but via HR. I am totally happy with the solution. Rydoo also made my everyday life easier. Thanks to the basic settings, many control measures (mileage limits, per diem, etc.) are no longer necessary — the system now takes care of that for me. I can view the expenses online, correct them if necessary and transfer them easily to the payroll system.”
How has the feedback from your employees been?
“As mentioned before, the feedback is consistently positive. Especially employees who travel a lot appreciate the app to be able to submit their expenses easily even when they are out in the field.
We did send out several internal communications to train them a little, made the Rydoo documents available on the intranet and organised several training sessions, but everybody was very quickly onboard!”