More Structure, Less Chasing: New York Pizza’s Shift to Digital Spend Management

The need for better control and visibility

Before Declaree, expense management at New York Pizza was entirely manual.

While the existing process got the job done, it created a considerable administrative burden. Sales and operations' teams generated large volumes of expenses, often returning with stacks of receipts that had to be reviewed and validated. Finance was responsible for ensuring everything was correctly processed before it could be booked into the accounting system.

The company wanted to move away from manual processing that was draining the finance team resources.

The shift to digital

The team sought a solution that could integrate with Exact and support company credit cards within the same workflow. The implementation of Declaree began with digital expense reporting and later expanded to include Mobilexpense cards.

One of the biggest improvements was automating receipt collection which resulted in time saved from not having to chase receipts at month-end.

The move to Mobilexpense cards and digital expense management also gave the team additional details to improve reporting. Parking costs, flights, hotels and project-related expenses could be analysed separately, making spend management far more efficient and less time-consuming.

The added visibility helped managers become more aware of spending patterns and equipped finance managers with full oversight for better decision making.

Turning expenses into insight

What began as an effort to eliminate paper-based expense reporting has evolved into a more structured and manageable way of overseeing company spend.

By bringing expenses, receipts, and company card transactions into a single workflow, employees now have a simpler way to submit expenses while providing finance with greater visibility and control. The team can now track reports more easily, gain deeper insight into spending patterns, and manage expenses with far less administrative effort.

As Wendy Houweling, Team Lead, Finance, puts it:

“It’s just more structure. It’s easier to manage.”

And while the process has changed significantly, the verdict from finance remains straightforward: