Like many companies with traveling sales reps, Clip-Lok struggled with both paper receipts and complicated EU VAT. Today it’s much simpler. "It takes twenty seconds to file a receipt now," says Anders Lassen, CEO of Clip-Lok in Scandinavia.
Clip-Lok delivers customized plywood and steel transport packaging to companies around the world. In Scandinavia and northern Europe, customers are mainly based in the automotive, mechanical and wind turbine industries.
“Our solutions are appreciated by everyone who wants to transport products, machines and equipment in a safe and economic way,” says Anders Lassen.
As CEO, he’s also one of the company's four salespeople. And when they travel to different countries, there are usually a lot of expenses for hotel nights and food. In the past, they reported their receipts manually.
“I used to put all the receipts in a big pile and I reported everything a couple of times a month. It could take up to three hours each time.”
Today it’s easier. About a year ago, Clip-Lok started using the Eurocard Pro app. The sales reps can report their expenses directly on their mobile phone when they have some spare time and are online.
“When I buy something, I immediately take a picture of the receipt and add information about the purchase. I don't need to do anything else.”
From the app, the digital receipt is then forwarded to the Expense Manager, a new online tool that gives administrators and managers an overview of the company's card purchases, and where they can easily approve individual expenses.
“It makes it easier for the administrators, as each purchase is already paired with the correct receipt.”
The VAT rebate takes care of itself
Companies that use the Expense Manager also get access to Vattax, a tool that automatically ensures that you get VAT back on expenses made in other EU countries. When Anders Lassen heard about it he became very interested. EU VAT is a complicated area with different VAT rates and rules.
It now takes twenty seconds to file a receipt
“Previously, we often avoided claiming VAT back from other countries because the administration was so complicated. So it sounded fantastic that you could get a smart system that helped with this area. I figured it was something I had to have.”
Anders Lassen sees it as a double win with the entire Eurocard solution.
“What makes me extra happy, of course, is that we get VAT money back from the countries we travel to. But it’s also the fact that we save so much time.”
How much time does it take approximately?
“It takes twenty seconds to file a receipt now. I probably save a whole business day every year. It’s the same for the finance department – before, it could take two days just for the Swedish VAT account.”