Case Studies
The Royal Mencap Society (Mencap)
The Royal Mencap Society (Mencap)

Royal Mencap Society optimises key back-office processes with Concur Expense

Results
2,000
Claims approved per month
0
Employees required for expense approval, down from 2
7,500
Employees supported

Royal Mencap Society Optimises Back-Office Processes with SAP Concur Expense Management

Royal Mencap Society (Mencap), the UK's leading learning disability charity with 7,500 employees and a significant volunteer workforce, needed a scalable, automated expense management solution to reduce the administrative burden on its Accounts Payable team and reimburse staff and volunteers quickly, freeing resources for front-line care delivery.

The challenge

Mencap's paper-based system required staff to submit receipts by post, with two people in accounts payable manually reviewing every claim. When its interim digital platform reached end of life in 2015, Mencap implemented a fully automated solution to eliminate manual processing and accelerate reimbursement.

The SAP Concur solution

Mencap implemented Concur Expense alongside Concur Intelligence, ExpenseIt and Client Web Services. Direct integration with its Barclaycard feed flags transactions for reconciliation automatically. Claims consolidation, supported by SAP Concur's customer success partner, reduced monthly volumes and moved Mencap into a lower cost bracket.

The benefits

  • Automated expense management: credit card transactions feed directly into Concur Expense, prompting staff to reconcile spending the following day
  • Faster reimbursement: average turnaround cut to approximately four days, replacing a lengthy manual process
  • Reduced admin burden: the Accounts Payable team is largely hands-off, with capacity freed for more complex work
  • Improved compliance and audit trail: claims reviewed digitally with consistent controls, removing the risk of paper-based errors
  • Direct cost savings: consolidating claims to around 2,000 per month moved Mencap into a lower SAP Concur pricing bracket
  • Enhanced reporting: Concur Intelligence delivers tailored reports for senior stakeholders on demand
  • Scalable automation: integration roadmap includes HR, finance systems and a Volunteer Management system

Get the full picture

Find out how Mencap reduced admin, cut reimbursement times and redirected savings to front-line care with SAP Concur. Download the full case study.

With Concur Expense, we’re pretty much hands off apart from the rare occasions when someone needs help.

- Paul Bricklebank, Lead Accounts Payable Assistant, Mencap

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