Getting Started With Expense Management
We've been working with businesses across Vietnam since early 2024, and one thing keeps coming up: the first week matters. A lot. When teams understand the system from day one, adoption rates go up by about 60%. When they don't, well, you end up with spreadsheets again by month two.
Start Your Setup
How We Get You Running
This isn't a one-size-fits-all thing. Every business has its quirks. But these three stages work for most teams, whether you're tracking five people or fifty.
Data Migration
We pull your existing expense records into the system. Takes about 2-3 days depending on how many sources you're working with. CSV files, old software exports, even those Excel sheets your accountant loves.
System Configuration
This is where we set up approval chains, spending limits, and category rules. You tell us who approves what, and we build the workflow around your actual org structure. Not the other way around.
Team Training
Two sessions, usually. One for submitters, one for approvers. We keep it under an hour each because nobody wants to sit through a four-hour demo. People learn better by doing anyway.
Who You'll Work With
These are the people who handle onboarding. They've set up hundreds of accounts at this point. Søren joined us in March 2024 after spending years in banking software. Alina came from audit background, so she gets the compliance side. Katrijn focuses on training because she actually enjoys explaining things repeatedly without losing patience.
Søren Vestergaard
Implementation Specialist
Handles technical setup and data migration. Previously worked at a fintech company in Copenhagen for six years.
Alina Kovalenko
Compliance Coordinator
Configures approval workflows and spending policies. Former auditor who understands Vietnamese tax regulations better than most accountants.
Katrijn De Smet
Training Lead
Runs team training sessions and creates documentation. Has a gift for making software feel less intimidating than it actually is.What Happens During Setup
The whole process usually takes two weeks if you're ready with your data. Three if things are scattered across multiple systems. Here's what we actually do during that time.
Account Structure Setup
We create departments, cost centers, and project codes based on your chart of accounts. If you don't have one, we help you build something that makes sense for your size and industry.
User Access Configuration
Everyone gets the permissions they need, nothing more. Finance sees everything, managers see their teams, employees see their own submissions. We set this up based on your org chart.
Receipt Scanning Setup
The mobile app needs to be configured for Vietnamese receipts specifically. Different formats, tax codes, and vendor information than what the default settings expect.
Reporting Templates
We build out the monthly reports you'll actually use. Budget variance, spending by department, overdue approvals. Takes some back-and-forth to get right, but worth the effort.
Integration Testing
If you're connecting to accounting software, payroll systems, or banking APIs, we test everything before going live. Nothing worse than discovering sync issues after launch.
Mobile Deployment
Most expense submission happens on phones these days. We make sure iOS and Android apps are installed correctly and connected to your company account before training starts.
Typical Two-Week Timeline
This is how it usually goes. Sometimes faster, sometimes we hit a snag and it takes longer. But this gives you an idea of what to expect from kickoff to go-live.
Initial Setup Call
We schedule a video meeting with your finance lead and IT contact. Walk through requirements, discuss data sources, and map out your approval hierarchy. Usually takes 90 minutes.
Data Import Phase
You send us historical data, we clean it up and load it into the system. This is when we catch formatting issues, duplicate entries, or missing information that needs clarification.
Configuration Work
We build out your approval workflows, set spending limits, configure categories, and connect any third-party integrations. You review everything in a staging environment before we proceed.
Training Sessions
Two separate training sessions. First one for employees submitting expenses, second for managers and finance staff who approve them. We record both for people who can't attend live.
Go Live Support
System goes live on day 12. We stick around for the first few days to handle questions, fix any issues that come up, and make sure people aren't stuck. Response time under 30 minutes during business hours.