How TVH achieved 4x faster reimbursements and -50% workload

TVH is a leading global supplier of spare parts and accessories for material handling, industrial vehicles, construction, and agricultural equipment, founded in 1969.

The company offers a vast inventory of over 49.5 million items, ensuring customers can find the exact parts they need to keep their machines running smoothly. With a strong global presence, including headquarters in Belgium and a regional main office in the United States, TVH serves customers in over 80 countries.

TVH’s finance department was burdened with a paper-based expense management process. Employees had to submit their expenses in person at the offices, which had to be manually approved by their managers.

As the company grew, the finance team faced the challenge of processing nearly 40,000 monthly invoices. Recognising the urgent need for a global solution, TVH sought a tool that could handle the large volume of transactions while improving efficiency and user experience.

This process was time-consuming and prone to delays and errors. Receipts would get lost, and sometimes, piles of paperwork would be waiting at the approver’s desk for them to check all the expenses. This meant that employees often had to wait for over a month to be reimbursed.

In response to these challenges, TVH chose Rydoo’s expense management solution because it offered a modern and simple digital platform that could be implemented with minimal disruption to existing processes.

TVH started by onboarding employees selectively, focusing on those who travelled frequently and had the most urgent need for the tool. These could request access to a user account, and TVH just needed to share a brief manual, enabling them to start using it almost immediately. The manual also included clear guidelines on correctly categorising expenses, which was crucial for ensuring accurate financial reporting and compliance with local regulations.

While Rydoo is currently used as a standalone tool, there are plans to integrate it with TVH’s HR system, Workday, in the future. This integration will further streamline processes by allowing seamless data exchange between the two systems.

The impact of Rydoo’s implementation was immediate. By moving from a paper-based process to a digital system, TVH reduced the expense management workload by 50%. Employees no longer have to submit expense claims in person, and approvals can be managed quickly and efficiently within the system.

One of the most significant improvements was the speed of reimbursement. By implementing Rydoo, TVH reduced reimbursement processing time by 77%. Expenses are now submitted and approved within a week, whereas the previous process could take up to a month.

The risk of losing receipts has also dropped thanks to Rydoo’s mobile app, which allows employees to photograph and upload receipts on the go. Feedback from TVH’s team has been overwhelmingly positive with many appreciating the app’s convenience.

The new system also proved invaluable during audits. Instead of sifting through piles of paperwork, the finance team could quickly retrieve any expense information directly from Rydoo, saving time and ensuring compliance with financial regulations.

With Rydoo, TVH reduced reimbursement processing times by 77% — from 30 to just 7 days — and cut the workload related to expense management by half.

As the company continues to grow, the team plans to expand Rydoo’s use across its remaining branches. The future integration with Workday will further simplify the expense management process.

TVH’s transition from a manual to a digital expense management system has been a resounding success. The company has improved efficiency, productivity, and increased user satisfaction.

For businesses facing similar challenges, TVH’s experience demonstrates the tangible benefits of adopting a modern solution like Rydoo: significant time savings, happier employees, and a more efficient finance department.