Global Expense Management Transformation with Exact Integration
Key Takeaways
- Automated, end-to-end expense management across 20 legal entities
- Seamless Exact ERP integration eliminating manual data transfers
- Significant reduction in manual workload for finance teams
- Faster approvals and reimbursements through automated workflows
- Real-time visibility into global company spending
- Integrated corporate card management with Yokoy Pay (Yokoy is now Perk)
- Standardized and scalable processes supporting international growth
Introduction
Hasenkamp is a leading German logistics and service provider specializing in high-value goods logistics, art handling, and global relocation services. With ~900 employees worldwide and operations across multiple countries, managing travel expenses efficiently is critical to maintaining smooth financial operations.
The Challenge
Hasenkamp’s highly mobile workforce generated a large volume of international expenses, which led to these problems.
- Heavy reliance on manual processes
- Lack of standardization across entities
- Limited spend visibility and control
- Need for seamless ERP integration with Exact
- Inefficient corporate card and expense tracking
The Solution
Hasenkamp implemented Yokoy Expense Management, integrated with Exact via the Exact Connector, alongside the rollout of Yokoy Pay.
These are the key capabilities introduced.
- Automated expense submission via mobile receipt scanning
- Real-time synchronization of cost centers, GL accounts, and project data
- Automated approval workflows ensuring compliance
- Integrated corporate card transactions flowing directly into expenses
The Impact
- End-to-end automation of expense processes across all entities
- Elimination of manual data entry and reconciliation
- Faster processing cycles for approvals and reimbursements
- Increased financial transparency and control
- Unified and standardized global processes
- Scalable infrastructure supporting future expansion
Lessons Learned
- Early alignment on ERP integration requirements is critical
- Clear ownership of technical setup tasks avoids delays
- Structured workshops and targeted training drive adoption
- Close collaboration between business and IT ensures success
The Outcome
With Yokoy, Hasenkamp successfully transformed its expense and corporate card management into a fully digital, automated ecosystem. The integration with Exact, combined with Yokoy Pay, enables a seamless flow of financial data, connecting employees, finance teams, and systems, while reducing manual effort and strengthening global financial control.
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