Ramboll: reducing reimbursement cycles from weeks to days with smart expense management

Ramboll has been growing fast, and with growth comes complexity. Like many fast-scaling companies, they began to feel the strain of manual processes, slow reimbursements, and limited spending visibility.

On top of that, a patchwork of local tools across different regions created disconnected workflows, duplicated work, and made it difficult to standardise operations. It became clear that their existing systems were outdated and not built for scale, standing in the way of operational efficiency.

That need for simplicity, speed, and structure led Ramboll to Rydoo. After exploring several vendors, Rydoo's flexibility, mobile-first approach, and deep support for per diem and mileage regulations in every country Ramboll operates made it the clear choice.

Since implementation, reimbursement cycles have dropped from two to three weeks to just a few days, and the expense management process has become faster, smoother, and more accurate.

The feature that sealed the deal? 
A mobile app that lets employees log mileage effortlessly through the Google Maps integration, bringing both speed and accuracy to their workflows.

The challenge: too many manual steps, not enough visibility

Before Rydoo, Ramboll faced challenges that became increasingly difficult to manage as the company scaled. Over 18,000 experts across more than 35 countries meant a lot of manual data entry, consuming valuable time that could have been spent on strategic work.

Employees submitted expenses through spreadsheets and paper receipts, an error-prone process that often took hours to review each week. And without real-time visibility, it was difficult to spot overspending or enforce travel policies. As there was no automated way to flag non-compliant expenses, this increased compliance risks and added to the administrative burden.

In addition, Ramboll operated with a mix of standalone tools across different regions, like Denmark, Sweden, Finland, Norway, and the UK. These systems were based on outdated technology, and often featured non-intuitive interfaces that didn't connect with each other, leading to duplicate work, inefficiencies, and a lack of standardisation.

"Before Rydoo, the expense reporting process was slow, with delays of up to two to three weeks for reimbursements and manual data entry taking hours each week."

— Ramboll, Tech team

After implementing Rydoo, these challenges ceased to exist. The tool has brought Ramboll's expense management together under a modern solution that meets local needs while supporting global growth.

The solution: flexible implementation, fast adoption

During the selection process, Rydoo quickly stood out for its efficiency in handling complexity at scale.
What made the difference? Flexibility.

While most vendors struggled to support Ramboll's country-specific per diem and mileage rules, Rydoo offered adaptable configurations and a user-friendly mobile app, making it the ideal solution for the team's needs. Its intuitive interface required minimal training and led to quick adoption, which was precisely the user experience Ramboll needed.

"We had considered many other vendors, but Rydoo's flexibility in terms of customisations and its commitment to per diem and mileage rules for all Ramboll countries was the deal breaker, along with a great mobile app for mileage claims using Google Maps."

— Ramboll, Tech team

Rolling out a new system across a large organisation can be complex, but the Rydoo's implementation went smoothly. The onboarding process was clearly structured, with well-defined steps that kept disruption to a minimum. Business continued as usual while teams got up to speed.

Training was hands-on and varied. Easy-to-follow walkthroughs and live sessions helped teams get comfortable quickly, and whenever questions came up, Rydoo's team was readily available.

Support didn't stop at go-live. Ramboll highlights the value of regular check-ins with their Customer Success Manager and Rydoo's senior team. This ongoing collaboration was key, and the transition felt natural.

"We would rate Rydoo's support excellent. The team is responsive, knowledgeable, and proactive in addressing issues. We always feel supported, whether for troubleshooting or general queries, and their willingness to go the extra mile has been very impressive."

— Ramboll, Tech team

The results: lower costs, faster reimbursements, higher control

Since implementing Rydoo, Ramboll has experienced a clear shift in how expenses are managed:

• Reduced processing costs: automated approval workflows have saved significant time and resources that were previously spent on manual data entry, reviewing receipts, and chasing down missing information. This has lowered operational costs.
• Faster reimbursement cycles: what used to take 2-3 weeks now takes just a few days. Reports that once took hours to compile are now quicker, improving employee satisfaction and reducing admin work.
• Improved budget control: real-time expense tracking and automated policy checks increased visibility and control, helping avoid overspending and reduce out-of-policy costs.

"Rydoo has significantly improved our operational efficiency by automating manual tasks. The real-time expense tracking, automated policy checks, and seamless integration with our finance system have improved workflows across teams. Employees spend less time on paperwork, and our finance team can process reports much faster, allowing us to focus on more strategic tasks."

— Ramboll, Tech team

The general feedback is that the team likes using Rydoo, and that's saying something for an expense tool. Employees can now snap a receipt and submit expenses immediately, without saving them for later. Expenses are submitted faster, and finance teams no longer chase documents weeks later.

Mileage claims are more accurate, as well. With Google Maps integration, there's no guesswork. Employees no longer have to calculate routes or rates manually, as Rydoo applies the correct mileage rate instantly based on the distance.

"One of the favourite features would be submitting expenses via the Rydoo mobile app. It is a very convenient, fast and smooth process. Users can take receipt snips from the Rydoo app and immediately upload it."

— Ramboll, Tech team

The conclusion: scaling with confidence

As Ramboll continues to grow, Rydoo grows with them. The platform's flexibility makes it easy to onboard new entities and scale without starting from scratch. The company also values Rydoo's product roadmap, which, as Ramboll's team stated "is very promising and ahead of time" and continues to evolve. More customisation options for client-specific workflows are expected to enhance the experience even further.

Next up? Ramboll is exploring deeper integrations with tools like AMEX for lodge cards. With financial technology evolving fast in areas such as AI and automation, embedded finance, data analytics, compliance, and security, Ramboll sees Rydoo as a long-term partner ready to deliver ongoing value.

Rydoo has transformed expense management into a smart, scalable system that works. It saves time. It improves visibility. And it makes life easier for both employees and finance teams. This is what modern expense management should look like.