3 key success factors for implementing a new business expense management solution

Choosing the right expense management solution is a big step — but implementing it successfully is an even bigger challenge. Beyond just integrating new technology, it requires careful planning, change management, and strategic decision-making. How the tool is introduced can shape how both leadership and employees perceive and adopt it.

So, what does it take to ensure a smooth and effective transition? Based on our experience leading implementation projects, three key factors stand out: engaging stakeholders, simplifying internal processes, and setting clear metrics for success.

For a successful rollout, employee buy-in is essential. That starts with involving key teams —finance, IT, travel management, accounts payable, and HR — from the very beginning. Strong project governance should be in place, with clear roles and responsibilities to prevent confusion and inefficiencies. Having a CFO as a project sponsor can further drive engagement and collaboration, helping to avoid delays caused by decision-making bottlenecks.

From a user perspective, adoption is much easier when the system is intuitive, and its benefits are clearly communicated. Employees are more likely to embrace a new tool if they see how it makes their work easier — like a smooth mobile experience — rather than just hearing about cost savings. Visual content, such as short video tutorials or illustrated guides, is especially effective in driving engagement.

Strong project governance should be in place, with clear roles and responsibilities to prevent confusion and inefficiencies.

Even the best digital solution only adds value if people actually use it. Anticipating potential resistance, whether directly related to the project or not, is key. Conducting interviews with top users before launch can uncover concerns early, save time during the deployment and help smooth out adoption later.

A well-implemented expense management solution improves efficiency while ensuring company policies are consistently followed. However, CFOs often face the challenge of balancing global policies with local business needs. Defining a core model in advance —establishing what can be customised versus what must remain uniform — helps streamline implementation and minimises country-specific exceptions that can slow things down.

The real benefits of expense management solutions hit when they fully leverage the features provided by the solution to automate processes.

For example, approval workflows may vary based on local organisational structures, but data management should remain consistent to ensure compliance. Additionally, leveraging automation — especially for fraud detection and policy enforcement — can significantly enhance the system’s benefits.

Moreover, the real benefits of expense management solutions hit when they fully leverage the features provided by the solution to automate processes as much as possible, particularly in areas such as fraud control and detection.

To demonstrate the value of the new system, it’s important to track measurable improvements from day one. Performance indicators should align with overall financial goals defined by CFO. Some organisations will aim to reduce out-of-policy expenses, while others will focus on minimising the time spent on expense management or enhancing efficiency across teams.

Having clear before-and-after comparisons highlights the short-term benefits of the new expense solution and allows for quick adjustments if something isn’t working as expected. A data-driven approach ensures the implementation stays on track and delivers real results.

Implementing an expense management solution can be complex, but a structured approach focused on these three key factors ensures a smooth transition and lasting success.

At AREKA, we strive to be the most trusted partner for CFOs and Travel Managers looking to optimise their travel, expense, and meeting strategies. From strategy definition to sourcing, implementation, and outsourcing, we help businesses unlock the full potential of their Travel and expense program.

We see the implementation of an expense management tool as a key opportunity to turn Travel & Expense program goals into reality. Thus, to support our global clients, we bring strong project management expertise, valuable insights from subject matter experts, and effective change management.