#Japan #Tokyo #Expense Management #invox #Shuttiyana Se

Shuttiyana Se's Successful Journey to Digital Expense Management

Shuttiyana Se, a company based in Ebisu, Tokyo, known for its wedding and event planning services, has recently integrated Invox's expense management system to streamline its financial operations. This shift has enabled Shuttiyana Se to reduce its monthly expense processing time by an impressive 50% while advancing towards a paperless office environment. The introduction of Invox not only simplified expense management but also ensured that even with a one-person back-office operation, the processes ran smoothly.

The Struggles of Paper-Based Expense Reporting

As an organization that has operated for nearly 30 years, Shuttiyana Se faced significant challenges maintaining traditional, paper-based expense management. Employees submitted paper reimbursement requests with stapled receipts, which necessitated meticulous review and data entry from the administrative office. This old system was labor-intensive—each submission required manual verification, filing, and often returning to check for any discrepancies. The adjustments needed to incorporate this data into their accounting software could take up an entire day, proving particularly burdensome.

With the move to a new cloud-based core system after using their previous on-premises model for over a decade, they faced additional challenges. Strikingly, the new system did not retain the existing petty cash management features, causing the company to rethink its entire expense management approach. Shuttiyana Se recognized an opportunity during this transition to leap toward digitizing all financial processes, including invoice receipt management.

To address this, the team at Shuttiyana Se evaluated various services, ensuring the solution could handle invoice receipts and petty cash management while remaining affordable. Ultimately, they chose Invox for its excellent cost-performance ratio and the seamless integration of its various services.

Quick Adoption of Invox Expense Management

The implementation phase began with a free trial of Invox, where their personnel engaged in thorough consultations about Shuttiyana Se’s operational needs to develop optimal settings for their specific workflow. Through online meetings, the team learned about the platform’s features, and any additional questions were promptly addressed via chat support. In such an approachable manner, staff quickly adapted to the system.

A noteworthy factor that contributed to the successful transition was the user-friendly interface of the Invox mobile application. All staff members received instructions to download the app, which significantly minimized inquiries about how to use it. Consequently, employees, including kitchen and event staff, effortlessly shifted to a system where they could snap photos of their receipts and submit expense claims on-the-go. This immediate adoption reduced submission errors and provided greater ease in the busy event environment.

Efficiency Gains from Digital Transformation

The digital transformation of expense management at Shuttiyana Se reduced the time required for processing expenses from an entire day to less than half a day. This substantial decrease in time spent on verifying paper submissions lessened the overall workload and alleviated the need for constant reminders to staff, effectively optimizing their internal processes.

Additionally, the integration of Invox with accounting systems simplified data management. The need to manipulate CSV files for entries became obsolete, relieving previously experienced emotional stress associated with the manual labor of financial reconciliations. Although cost was a primary consideration when selecting Invox, the value gained through daily operations confirmed that the investment was worthwhile.

Future Aspirations and Continued Integration

While Shuttiyana Se has made significant strides, there are still areas where paper-based processes exist. Plans are in place to increase the usage of the Invox suite, which includes invoicing, expense reporting, and electronic document preservation, aiming towards continued paperless practice and efficiency enhancement. Through already stable use of these services at a bundled rate, Shuttiyana Se will explore further integrations to streamline operations for their lean team.

About Shuttiyana Se

Shuttiyana Se operates from the heart of Ebisu, Tokyo, focusing on weddings, parties, and various events. Located just two minutes from Ebisu Station, their venue 'EAST GALLERY' features multiple event spaces, each with unique atmospheres including a chapel and garden setup, catering to diverse event needs. Their extensive experience allows them to adapt to changing times and customer demands effectively.

About Invox

Invox aims to enhance business productivity while contributing to a brighter future for children. Their cloud expense management solution automates expense reporting, offering an easy-to-use platform designed to support various industries. With a commitment to affordability and accessibility, Invox strives to create a more productive and sustainable society, ensuring that every invoice processed supports important causes.