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
- 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, leading to:
- 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.
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.