Mr Gilles Rouhièr is the accounting director for Acadomia and Shiva. Today, he explains the choice, implementation, and daily use of Notilus for the group.
Acadomia, founded in 1989 under the name Cours Études Secours, is the commercial brand of the Domia Group, a French home-schooling company. Shiva, a Domia Group brand, is the number one brand in the home cleaning and ironing franchise, with nearly 30 years of experience in the field of personal services.
In terms of the scope of the Notilus solution, the volume of expense reports processing amounts to 150 active users in the group. The issuers of expense reports are located throughout France within 30 entities. The SaaS version is used by employees on their cell phones to simplify data entry and control. Paper receipts for expense reports must still be kept.
Managing paper-based expense reports is an ordeal at every level
As in many companies not equipped with expense management software, time-consuming processes were previously in place.
As Mr Rouhièr recalls:
“The expense reports were prepared by the employees on an Excel file with attachments, after which those were sent in paper format to the next higher level for validation, as many employees live far away.”
Expense control was therefore carried out at a later stage. Mr Rouhièr goes back to the limitations of the old process:
“Documents were then sent to the accounting department for control and posting. There were many problems. The document workflow was not reliable, with high risks of loss when documents were sent by mail. Accounting for expense reports was tedious, the accounting and analytical reference system was not filled in, and, naturally, payments were made well after the date initially planned.
Why did you choose Notilus?
It turns out that Notilus perfectly matched the needs of the group, as it put an end to the problems mentioned above. The group was also impressed by the speed of implementation and the adaptability of the solution. Notilus also remains a human-sized company, that remains accessible and available for its users.
Mr Rouhièr recalls:
“The Notilus solution made the difference because it takes into account our entire accounting and analytical repository so that the expense reports can be integrated into our accounting tool (Unit financials). In addition, the validation process is entirely digitalized, and the time required to set up the tool was very short. Finally, the employee repository is retrieved directly from the payroll database. Without the acquisition of this tool, a part-time accountant would have been necessary.”
How did the implementation of the tool go?
In 3 days, the accounting team was trained to use Notilus. The group appreciates having a unique point of contact and reliable support in case of difficulties.
“Today, the four accountants are system administrators. To get the tool adopted internally, they have trained employees in person or remotely,” concludes Mr Rouhièr.
Finally, what is Notilus for you?
- Quick product installation and setup,
- Clear and precise description of the internal processes, which do not pose any specific difficulties
- Features quickly mastered by users
- A relationship of trust centred on and attentive to its customers
- Teams’ availability and the company’s support for those located in France are a real plus
Our solution is dedicated to the moblity management. In addition to the expense reports management you can plan, book and track your business trips. It is also possible to manage your car fleet.