Using Pleo - Prioticket
How Prioticket effortlessly manages €30,000 of monthly expenses with Pleo
The challenge
Prioticket is a connectivity platform that, since its founding in 2015, has helped world-leading travel companies manage, sell, and trade experiences. The Saas platform bridges the gap between travel and tourism companies by providing innovative solutions for seamless ticketing, bookings, and distribution.
With headquarters in Amsterdam, the company has offices in four other locations. It serves brands around the globe, including the Rockefeller Centre, Visit Dubai, Tivoli Gardens in Copenhagen, City Sightseeing, and more.
Each month, Prioticket spends around €30,000 on expenses, made up of a blend of SaaS subscriptions, employee travel, office lunches, and more. This meant the finance team was spending a significant amount of time dealing with challenges, including:
Manually approving expenses
Prioticket’s finance team originally consisted of two full-time employees. They spent the majority of their time manually reviewing receipts and approving expenses, leaving little time to devote to other, more important tasks.
Controlling credit card spending
Employees were issued company credit cards, but the finance team completely lacked any insight into spending until statements were issued at the end of the month. As a result, expenses that weren’t in line with the company's policies couldn’t be flagged until it was too late. Credit cards also couldn’t be issued at short notice, meaning sometimes employees shared cards, creating security concerns.
Managing employee travel reimbursements
To spread the word about Prioticket’s capabilities, employees undertake a significant amount of travel. Managing the reimbursement process for international travel became a huge time drain, with each request needing to be manually added to each employee’s monthly paycheck.
The solution
An automated spending solution that centralised every single expense, removed the need for manual data entry and allowed Prioticket’s employees to travel for work without worrying about how to track their expenses.
“Our employees are super happy with Pleo. The fact that they can make a payment from their phones and immediately upload the receipt — that’s something we were missing. Now we barely have to remind employees to upload their receipts.” - Lydia Maasson, CCO at Prioticket
The results
Lydia serves as Chief Commercial Officer, where managing the company’s spending is one of her key responsibilities. And Pleo allows her to achieve exactly that. Whatever the expense, she and the finance team have full visibility of what’s being spent, and where. The Pleo team reached out just as the finance team was looking to reshape the department and optimise its processes. Since then, the Prioticket team has benefited from:
Huge time savings
Before Pleo, Prioticket had an admin team of two full-time employees. Now, thanks to the time saved, they’ve been able to decrease this to one part-time employee. The implementation process was also extremely straightforward, meaning the finance team didn’t have to spend much time familiarising themselves with the new platform.
Visibility
Pleo offers a real-time overview of which employees have physical cards, which have virtual cards, and what their monthly limits are. These limits can easily be changed when employees travel internationally and spend more than usual.
Recurrent expenses made easy
Prioticket employees use a lot of subscription services, and these can now be easily managed with the click of a button. If an employee doesn’t upload a receipt for a recurrent expense, they receive an automated reminder — saving the finance team’s time for other tasks.
Security
Pleo allows for a budget to be placed on each subscription, so the Prioticket finance team isn’t taken by surprise when services suddenly start charging more per month. Pleo cards can also be instantly issued — or blocked, which is useful if an employee needs a card temporarily, or at short notice. When Prioticket employees travel internationally, any one-off, large spending can be approved individually, adding another layer of security.
Flexibility
With Pleo’s reimbursement feature, Prioticket now has a flexible approach to submitting, approving, and processing out-of-pocket expenses. Employees without a Pleo card can still use their own cards to purchase work-related items before easily requesting the money back or waiting for the finance team to trigger repayment. Once approved, employees can make payouts themselves — no more waiting until their monthly paycheck.
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