Choosing the right T&E solution: What mid-market finance leaders need to know

If you’re a finance decision-maker in a growing business, you’ve probably heard this before: “We need better visibility into our travel and expense spend.” 

And the truth is, they’re right. Travel and expense (T&E) costs may seem straightforward, but without the right system in place, they can quietly undermine cash flow, compliance, and employee satisfaction. 

Travel and expense processes sit at the cross-roads of finance, IT and employee experience. When booking tools and expense apps do not talk to each other you lose data, time and trust. A single intelligent platform stitches the pieces together so every pound, mile and receipt is captured once and shared everywhere. 

So how do you choose the right T&E management solution—without getting lost in endless features, supplier jargon, or one-size-fits-all platforms?

The 'How to choose the right T&E management solution' guide lays out a simple framework. And we’re giving you a preview of what mid-market finance leaders are focusing on as their priority. 

Integrated beats patchwork  

78% of business decision makers would rather manage the entire T&E cycle inside one solution instead of juggling separate travel and expense tools. They want unified data, fewer logins and faster approvals.   

Remote and hybrid work add extra complexity. Team off-sites, home-office stipends and new sustainability targets call for real-time insight and flexible policies that old systems cannot deliver. Only an integrated platform adapts as quickly as the business landscape shifts. 

Outdated systems are costing more than you think  

When expense management relies on spreadsheets, email trails, or clunky portals, it’s more than a time-waster—it’s a risk:  

• Manual errors = financial leakage  

• Delayed approvals = frustrated teams  

• Lack of visibility = no control over spend  

• Non-compliance = exposure to audits and reputational harm  

And in a fast-moving business? That’s the kind of inefficiency no one can afford.  

Four signs you have outgrown point solutions  

• Limited or no visibility into spend until reimbursement day  

• Duplicate data entry between booking, credit-card feeds and ERP  

• Manual policy checks that miss out-of-policy spend until after payment  

• Business travellers complain about clunky mobile workflows and lost receipts  

If any of these sound familiar it is time to explore a modern T&E stack.   

What the best T&E solutions get right  

While the full guide covers the key questions to ask and features to look for, here are some standout elements finance leaders are prioritising:  

1.  End-to-end integration: Travel booking, expense claims, approvals, and reimbursements—all in one workflow 

2.  Mobile-first experiences: Because no one wants to submit receipts from a desktop anymore  

3.  Real-time insights: Instant visibility into where spend is happening and where it can be optimised  

4.  Policy enforcement: Built-in compliance checks that reduce back-and-forth  

5.  Scalability: A system that grows with you, not one you outgrow in a year. 

The right solution doesn’t just digitise your workflow—it improves decisions, enhances compliance, and frees your team to focus on higher-value work.  

Must-have features in your next platform  

1.  Workflow automation: Auto-capture receipts from email, card and camera then pre-populate reports so employees submit in minutes and finance reviews faster.   

2.  Artificial intelligence: Let machine learning audit one hundred percent of spend and flag non-compliant items before reimbursement. AI also spots reclaimable GST and taxable benefits.   

3.  Advanced analytics: Near real-time dashboards reveal spend trends, forecast cash flow and track carbon emissions so leaders can adjust policy quickly.   

4.  Open integrations: Robust APIs connect to ERP, HR, card providers and partner apps to keep data flowing without manual uploads.   

5.  Mobile first experience: Business travellers book, snap receipts and approve on the go, reducing admin and boosting policy adherence.   

6.  Global reach and duty of care: Handle multiple currencies and taxes while locating employees instantly during disruptions.  

 

The Payoff of Intelligent Automation? 

Leaders leveraging AI to manage expenses, policies and planning achieve up to 20% more efficiency than manual-based peers. Best-in-class AI-led solutions deliver a 628% 3-year ROI and 43% fewer lost receipts.

Read the guide 

Ready to future-proof T&E  

An integrated, automated T&E platform delivers unified spend data, rock-solid compliance and a frictionless business traveller experience. With AI watching every pound and mobile workflows guiding every trip, finance gains visibility, IT reduces complexity and employees stay productive. Evaluate solutions against the features and questions above and you will choose a system that supports growth today and whatever comes next tomorrow.   

Download the full article for deeper insight  

This blog covers the highlights, but the complete article includes detailed case studies, comparison checklists and practical templates you can use right away, designed specifically for mid-market businesses looking to make a smart, scalable T&E investment. 

 Download the full piece to dive deeper and accelerate your journey toward a smarter travel and expense programme.  

This resource is perfect for:  

• CFOs looking to modernise expense processes  

• Finance managers frustrated by approval delays  

• Operations teams seeking automation and control  

• Procurement leaders aiming for supplier consolidation