Saving 92% of time processing expenses at Prestige Nursing

Written by Alba Rodriguez
Alba Rodriguez is Content Marketer at Rydoo.

‘’The only thing that really matters when you are a care business is the quality of care you deliver’’ – Prestige Nursing’s Managing Director. 

And that is why, nowadays, Prestige Nursing is one of the UK’s most reputable private nursing care and support care agencies. With “treating clients as family” as the company motto, it should come as no surprise that in the last client survey, 94% of them were satisfied or very satisfied with the level of care and support Prestige Nursing provides. 

A people-oriented company as they are, does not only focus on the quality of life of its clients but also on the comfort of its own employees. So, how does Prestige Nursing improve life at work for its 150 employees? Simple: By listening to their needs and by directly engaging with them, which, in this case, resulted in a team of 150 employees that officially stopped struggling with their expenses.

Raja Qaisar - Chief Accountant

Rydoo can help us know what’s happening on both sides. It’s a good PR tool for finance. We are not the bad guys anymore.

THE CHALLENGE

Because there is always a story behind any project, we wanted to know more about Prestige Nursing’s road to expense management automation from the people involved in the project: Raja Qaisar, Chief Accountant, and Cindy Woo, Senior Accountant. 

Before Rydoo, the company’s expense management process was really manual and especially time-consuming. 

As Cindy explained, ‘’employees used to use a paper copy of the expense claim form and manually list all the transaction details. Once that was done, expenses claims would be first authorized by their line managers and then submitted to the head office in finance. When it was signed by the financial controller, it would need to be signed by the directors and then processed in our purchase ledger department. Once entered and posted, we would send the reports to our internal systems and finally reimburse employees.’’

A paper-based process with a lot of manual work at every level and a long reimbursement period. ‘’Typically, it would take from 2 to 4 weeks to check all the information (dates, nature, amount and the account to be charged to) and process the expense report.’’ But this period could be even longer if they’d find anything suspicious, errors or duplicates, ‘’then, we would go back to the claimant and ask them to confirm or correct the information as many times as necessary until they provided the right information. We would basically restart the whole process again.’’

Typically, it would take from 2 to 4 weeks to check all the information and process the expense report.

Raja emphasized that getting rid of the employees’ frustration was a key element in the reinvention of the process. There was no visibility on the status of expenses, ‘’employees wouldn’t hear of anything and wouldn’t see their money on their bank accounts for a long time. I certainly think that it made people think about why does it take so long to process my expenses?’’ It was also frustrating for finance ‘’because we would need to find out where exactly everything was and, at that moment, tracking down the expenses was hard for us.’’

Apart from saving time and giving finance control over the whole process, the new tool needed to solve the problem of no-visibility on the status of expenses and help Finance better track employees’ expenses to speed the reimbursement process.

SOLUTION

Prestige Nursing’s CFO, Steve Murphy, finally decided to go for Rydoo and Cindy and Raja started the implementation project. Along the process, some difficulties arose but thanks to the collaboration of both parties, issues were solved and learned from.

Implementing a new tool is not always easy, but when people collaborate the way Prestige Nursing’s project team and Rydoo’s Customer Success department did, triumph is guaranteed.

‘’At first, it was challenging but I think the most beneficial point was that you got online help. When you are logged on Rydoo and you submit your question, somebody comes back to you. That was really helpful. I think with the passage of time it gradually went better and better.’’ 

I think the most beneficial point was that you got online help. When you are logged on Rydoo and you submit your question, somebody comes back to you. That was really helpful.

When we asked Cindy and Raja about their main requirements for an expense management tool, they quickly agreed: Saving time and better control. ‘’The whole process needed to be quicker, and we wanted to have a better-controlled environment.’’

RESULTS

The benefits for finance are obvious for Raja: ‘’Instead of 2 to 4 weeks, we can literally just take 2 days to process everyone’s expenses. All expenses.’’ But also for Cindy: ‘’As an accountant , I do like the feature of getting the report within the click of a button. We also have a better expenditure overview, we are now able to categorize expenses. We couldn’t do that before.’’

Instead of 2 to 4 weeks, we can literally just take 2 days to process everyone’s expenses.

‘’We can download the report with all the expenses information and within probably seven hours, it can be uploaded and paid within the next few days. So the time saving is a lot in Finance.’’ Also, the reimbursement time period has decreased: ‘’Before Rydoo, it was 2 to 3 weeks. Now it’s 3 to 4 days.’’

When it comes to mileage tracking, the Finance team is now able ‘’to have a general standard and clearly set and apply rates in the platform. There is no issue of every individual coming up with different figures. Now, there is one figure and they can’t choose whatever they want to.’’ Furthermore, as Raja explained to us, ‘’this also helps employees save time. It encourages people to submit expenses online and regularly, rather than accumulating it. As soon as the mileage is done, if you just put it through straight away it will take you less than 5-10 minutes to do it.’’

From the user’s side, visibility has increased as well. Now ‘’they submit their expenses and see that it’s there. They can see whether it’s approved or not. Once it’s approved, they can see that it has gone to Finance and that they’re going to get paid the next 2-3 days. Of course, from our side, that means more control.’’

As Raja confirmed, ‘’the feedback so far is really good: the tool is very user-friendly. They just carry on and actually enjoy using it as well. They find it very, very straightforward.’’ Another positive result mentioned by Cindy is the fact that employees don’t need to keep (neither lose) receipts anymore: ‘’Less filing, less paperwork and less stamping, very positive.’’

Has Rydoo also improved the relationship between employees/users and the Finance department? In Cindy’s words: ‘’Yes, because it’s less frustration between the users and the finance function. A lot of the time we didn’t know what each side is doing. Rydoo can help us to know what’s happening on both sides. It’s a good PR tool for finance. We are not the bad guys anymore.’’

Rydoo can help us know what’s happening on both sides. It’s a good PR tool for finance. We are not the bad guys anymore.

There is no doubt why 70% of Prestige Nursing staff has worked there for more than 5 years and 30% of the staff, 20 or more years. To build a team of passionate people who goes the extra mile is also about rethinking your internal processes and relieving as much as possible your employees’ frustration and dissatisfaction. And, guess what? Expense management tools can also help you with that.

Subscribe to our Newsletter

500K+ professionals across 60 countries are using Rydoo.