Atlantic Global PLC

Case Study

• The Challenge

  MavenWire are committed to delivering value to their clients and to deliver this need to ensure that the costs and expenditure associated with their international consultancy operations are under control.
  
  Not only does effort have to be monitored closely but, with many consultants in the field and with MavenWire’s client-base stretching across a large number of different countries, business-related expenses have to be managed very closely as well. The management of international expenses
  is further complicated when VAT/Sales-Tax is taken into account as several VAT rules need to be managed for each country. Even in one expense
  item two tax-rates may need to be accounted for.
  
  As a part of the drive to improve efficiencies, control costs and manage tax reclaim, MavenWire reviewed their methods capturing Time and Expense incurred against their projects.
  
  MavenWire were using spreadsheets to record time and Microsoft Access to capture expenses. These systems took a lot of time to maintain
  and didn’t offer the security or the accessibility required.
  
  MavenWire identified the need to introduce a replacement system that covered both Timesheet and Expense Claims and was able to support MavenWire’s complex billing and invoicing requirements.
  
  The new system needed to be available to the international user-base on-demand and via web browser. It had to support multicurrency and had to have multilingual capability.
  
  The chosen solution also needed to manage all European and North American VAT/Sales-Tax Codes and tie the Expenses transactions to the correct HMRC VAT Analysis.
  
  In order to facilitate accurate cross reference to receipts a unique code needed to be created for each Expense entry, which is then recorded on the paper receipts. The system also had to distinguish and manage reimbursable and/or Company Credit Card payments. User-defined fields and robust and flexible reporting were also required, to make sense of all this information.

• The Solution

  MavenWire chose Atlantic Global OnDemand as the system to support the capture of time and multinational expense.
  
  Atlantic Global have been developing and implementing its Time & Expense Management solutions for over 15 years and this experience was used to its full in consulting with MavenWire on the ideal Timesheet & Expense system. Atlantic Global OnDemand went live in within one month and with minimal training and Consultants were trained by the administrator at MavenWire.

• The Results

  Timesheet and Expense Claim progress can now be tracked from entry, to approval and to payment through the intuitive User Dashboard.
  
  Managers can view who is behind on Timesheet entry and also the view and manage Expense Claims in an Approvals Dashboard.
  
  MavenWire can now quickly, easily and accurately recharge their time and expense incurred for customer projects.
  
  VAT and Sales Tax reclamation is managed automatically using OnDemand, saving several hours of work each week in the back office.
  
  “Our implementation of Atlantic Global OnDemand has enabled us to reduce our administration cost despite doubling our number of European consultants” Jon Harvey, Director, MavenWire (Europe) Ltd