Web-Based Expense Tracking: Making the Transition


Most people recognize that technology can do amazing things for a business. However, implementing new systems involves more than simply making sure your hardware is compatible and everything is configured correctly; it also means effectively onboarding your people. When making the transition to web-based expense tracking, it’s important to remember that any organizational change – even positive change – is hard. Here’s how to make it easier.

Five Steps to Implementing Web-Based Expense Tracking

Identify the Benefits. To get your team on board with the switch to web-based expense tracking, they need to know how it will benefit them. While you can certainly highlight how it will benefit the overall company or reduce the workload for specific departments, each end-user needs to buy into how it will benefit them personally. Before any implementation, make sure your employees know why they should support this change. Some examples include faster reimbursements, a better handle on project budgets, easier request approvals, or a reduced paperwork load.

Communicate Early and Often. Employees should not be surprised by the implementation of a new system. Communicate with them early and often about the timeline, the benefits, and the implementation plan. It takes five to seven times for an employee to internalize corporate change messaging. If you communicate sufficiently, your employees should be ready to embrace the change when it’s finally time to implement.

Seek Feedback from Stakeholders. The transition to web-based expense tracking may save the company money or reduce the workload for certain employees, but feedback should be solicited from users at all levels. Ask about their main concerns with making the switch, their primary complaints about the existing system, and their needs when implementing the new program. Make sure they feel like an integral part of the process instead of an uninvolved bystander.

Offer Well-Designed Training. When the time comes to implement your new system, make your employees feel confident about using it by offering a well-designed training program. This training should address the needs and concerns identified by your previously-solicited stakeholder feedback. No matter how easy-to-use or intuitive your new system seems, resist the temptation to skip this step. Always offer training, and be sure the content reinforces the messaging of how the new tool is beneficial to the end-user.

Implement Incrementally. If your new web-based expense tracking system has multiple features or poses a significant change to the workflow, consider implementing the new tool in phases. Instead of inputting expenses weekly, change to three times a week before you insist they be done daily. Once your employees learn how to properly enter or reconcile expenses, introduce them to reporting or integration features. Help your employees become confident one step at a time, and build upon their competencies before taking your implementation to the next level.

Web-Based Expense Tracking Made Easy

MindSalt Time & Expense is the convenient web-based expense tracking system used by thousands of companies across the globe. Setup is a breeze with no software to install, no hardware to configure, and no regular system updates to manage. And since it’s internet-based, it’s accessible by on-site, traveling, and remote employees everywhere. Sign up for a free trial today!