GUEST OPINION: Expense reporting has traditionally been viewed as a compliance activity and a necessary administrative process for maintaining accurate financial records and meeting tax obligations. However, this view is no longer sufficient in a market defined by volatility, growing regulatory demands, and intensifying competition.
The strategic value of expense reporting is becoming more apparent for small, medium, and large businesses, and can be a lever for business resilience, agility, and growth when it’s approached with the right tools and intent, according to SAP Concur.
Fabian Calle, managing director, small and medium business, SAP Concur Australia and New Zealand, said, “The past few years have pushed business leaders to reassess how financial operations support strategic objectives. The increased complexity of managing remote and hybrid workforces, responding to inflation, and navigating supply chain disruptions has highlighted the need for real-time visibility into spending.
“Effective expense management creates a feedback loop that supports better decisions. Companies gain access to structured, real-time data when they digitise and automate expense reporting. This data can reveal inefficiencies, identify cost-saving opportunities, and inform resource allocation. Organisations risk operating in the dark without this level of insight, making reactive decisions based on incomplete information.”
Visibility is not just about transparency; it’s also about gaining control and acting with speed and precision. Businesses using an integrated travel and expense platform see significant benefits, including 48 per cent more expense reports being processed and 24 per cent faster expense reimbursement.[1] This improves operational efficiency while equipping finance personnel with timely data to support faster, more informed decision-making across the company.
Expense reporting can also function as a safeguard against risk. Manual processes are time-consuming, error-prone, and vulnerable to fraud. Integrated travel and expense platforms lead to a 30 per cent increase in policy compliance, reinforcing guardrails for governance and risk management.[2] Automation embeds policy adherence directly into workflows, flags anomalies, and reduces the risk of non-compliance with tax and industry regulations.
Fabian Calle said, “Mobility and accessibility of expense tools are increasingly important as organisations become more decentralised. Employees working remotely, travelling for business, or using personal devices need tools that let them capture and submit expenses in real time. This improves processing times and strengthens employee engagement and accountability. It also empowers staff to contribute to the company’s fiscal discipline, rather than being passive participants in back-office workflows.”
Investment in expense management contributes to broader digital transformation objectives. Expense reporting is one of the first processes to be automated, acting as a low-risk, high-reward entry point into digital workflows that creates momentum for further transformation. Benefits such as faster reimbursement cycles, reduced administrative overhead, and cleaner data demonstrate tangible returns, helping support the case for further investment in more complex systems.
In uncertain economic conditions, spending control becomes even more critical. Organisations need to understand where every dollar is going in order to maintain margin, preserve cash flow, and fund growth. Digital expense tools help business leaders make decisions that align with short-term constraints without compromising long-term goals by surfacing non-essential or redundant expenses. This agility is what separates businesses that merely survive disruption from those that use it as a springboard for growth. Further efficiencies can be gained by integrating automated accounts payable solutions, which can reduce invoice processing time by up to 55 per cent and deliver average cost savings of 21 per cent.[3] These benefits reflect a broader shift toward integrated and data-driven financial management.
Fabian Calle said, “Expense data supports forecasting, budgeting, and scenario planning when it’s aggregated and analysed effectively. The finance function’s role is evolving, and today, finance personnel are expected to deliver forward-looking insights that shape strategy, not just maintain historical records.”
Expense reporting is no longer just a necessary administrative process; it’s a tool for smarter business. Finance personnel that clearly communicate the link between employee spending and business performance can foster a stronger culture of accountability and fiscal responsibility across the company, encouraging a wider adoption of digital expense tools.
Cloud-based platforms, flexible pricing models, and scalability have made modern expense systems accessible to small, medium, and large businesses. What was once considered a back-office task is now a powerful lever for improving operational efficiency and financial control and supporting strategic goals.
Fabian Calle said, “Expense reporting is a core business process with strategic value. Organisational leaders that approach it as a driver of business performance, rather than just a compliance obligation, can equip their business to navigate disruption and seize future opportunities. Companies that invest in smarter spend management today will be better positioned to lead tomorrow.”
[1] https://www.concur.com.au/resource-centre/reports/building-efficiency-targeting-growth-australia
[2] https://www.concur.com.au/resource-centre/reports/building-efficiency-targeting-growth-australia
[3] https://www.concur.com.au/resource-centre/reports/building-efficiency-targeting-growth-australia