Royal Swinkels has 80 employees who use a business credit card. This made the declaration process difficult to manage. The solution: the family company now links their credit cards to the SAP Concur expense management system. This way, making declarations is much easier and the company has more control over its business expenses.

International expenses need efficient declaration

Royal Swinkels is a family company that has been working in the brewery and malt industry for over 300 years. The company puts out dozens of beer brands on the market each year, over half of which are sold outside of the Netherlands and all over the world. Royal Swinkels delivers malt not only to their own breweries, but also to over 1,000 other brewers in over 50 countries.
It's not surprising then, that this family company's employees travel a lot for work. This means that company expenses have to be declared. Mathieu Ummelen, Group Treasurer at Royal Swinkels, explains how their work together with ICS made the declaration process easier.

Why Royal Swinkels chooses ICS

Mathieu has been working in Treasury for over 25 years and became Group Treasurer at Royal Swinkels 2.5 years ago. He is responsible for the company's finances. His work includes raising money, handling exchange rates and dealing with the credit card and declaration process.
"We have been working with ICS for a long time and have been using many of their business credit cards. We are very happy and will go on to link our transactions to a declaration software. This quick and easy solution will help us work more efficiently," Mathieu says.
Before this change, the declaration process ran manually for the most part. Employees paid with their business credit card and sent in their expenses for approval using a form. Changing to the more user-friendly and efficient solution has made handling the declarations much simpler.

ICS business credit cards and SAP Concur declaration system

Royal Swinkels decides to combine their business credit cards with the SAP Concur declaration system. ICS is responsible for connecting to it. Thanks to this, employees can now declare their costs quickly and easily. After testing the new system, Mathieu is very excited.

"Now, if I pay for something with my credit card, I can see my expenses the next day in my app. I then take a photo of the receipt, link it to the expense and send it to my manager for approval in just a click," he explains.

This saves time and work for everyone – employees, managers and the financial department. On top of that, the risk of making mistakes with this new system is much lower.

Benefits of using business credit cards with a declaration tool

Mathieu is now convinced that using business credit cards together with a declaration system offers many useful advantages. Here is a list of the most important ones:

Automatic declarations

Employees take a photo of their receipt and immediately declare their expenses in the app. No need for Excel sheets or physical receipts. The declaration system processes all the information automatically, making the financial department's work much simpler.

Instant view of company expenses and time saving

Combining business credit cards with an expense management tool makes sure that transactions are immediately visible. This way, it's always clear who spends money where, and how much. Thanks to this, record keepers don't need to send any reminders anymore about missing receipts, saving time and avoiding manual mistakes.

Easier VAT declarations

Using ICS business credit cards together with a declaration system also makes keeping track of VAT much easier. The system automatically recognises the VAT on receipts and processes them the right way.

A modern, efficient declaration process that puts you in control

The testing period of the ICS business credit cards and the new declaration system is going very well, according to Mathieu. The new process is quicker, simpler and gives the company more control over their expenses. All in all, a great step towards efficient expense management!