Key results with Spendesk
5 to 10 hours saved every month: fynk saves time on vendor research, invoice retrieval and financial questions.
Faster access to spend data: Vendor spend and invoices can be retrieved in minutes instead of manually collected over approximately an hour.
More employee autonomy: Employees can take responsibility for the subscriptions and tools they need.
Cleaner documentation: Invoices are submitted by the people closest to the spend, making records easier to manage and review.
Better visibility over costs: fynk can review spend by vendor, category, month and cost center.
Processes built to scale: Spendesk helped fynk move away from a single-card process as its team grew by 131%, from 13 to 30 employees.
About fynk
fynk is a contract management platform that brings the entire contract lifecycle into one place.
The platform helps companies create, negotiate, sign and manage contracts while keeping important information, deadlines, obligations and rights in one central system.
As fynk grew, the company needed its internal processes to evolve with the business. This included creating a more structured and scalable approach to company spending.
The challenge
When Theresa joined fynk, the company had around 13 employees. Two years later, the team had grown to 30 people.
The company’s approach to spending had not yet evolved at the same pace. fynk relied on one company card for multiple expenses, while employees depended on one person to manage or verify payments.
Invoices and receipts also had to be collected manually. This made it difficult to maintain a complete overview of subscriptions, identify potential duplicates and understand the purpose behind individual expenses.
As the team grew, fynk needed to give employees more autonomy without losing visibility or control.
Key challenges
One company card used for multiple expenses.
Payments dependent on one person.
Manual collection of invoices and receipts.
Limited visibility over subscriptions and potential duplicates.
Difficulty understanding the origin and purpose of spend.
Increasing administrative pressure as the company grew.
Limited insight into how costs changed over time.
“When I joined, fynk was around 13 people. Today, two years later, we are 30. Naturally, that has changed a lot in the structures, processes and workflows we need to stay aligned as a company.”
Theresa Quitt
Chieff of Staff
Before Spendesk
- One company card used for multiple expenses.
- Centralized payment approval.
- One person responsible for collecting invoices and receipts.
- Limited visibility into subscriptions and possible duplicates.
- Manual work to understand the origin and purpose of spend.
- Employees unable to manage their own subscriptions independently.
- Vendor reviews and cost analysis can be completed much faster.
After Spendesk
- Employees can take responsibility for their own spend.
- Subscription and payment management is more decentralized.
- Invoices are submitted by the people who create the spend.
- Accounting documentation is cleaner and more structured.
- Finance and management have better visibility into company spend.
- Spendesk AI Connect supports reporting, research and recurring finance workflows.
The solution
fynk introduced Spendesk to create a more structured and distributed approach to company spending.
Instead of requiring one person to manage every payment and chase every invoice, employees can take ownership of the spend connected to their work. They can manage the subscriptions and tools they need, then submit the relevant invoices and documentation.
This has reduced the administrative burden on management while making employees more accountable for their own spending.
Spendesk also gives fynk a clearer view of how costs evolve over time. The company can review spending by vendor, category, month and cost center, making it easier to understand spending patterns and stay within budget.
“Spendesk decentralizes responsibility across the company. Everyone submits their own invoices, instead of one person having to find and organize them all.”
Theresa Quitt
Chief of Staff
From centralized spending to distributed ownership
Before Spendesk, fynk's spending process relied heavily on one person. This created bottlenecks and made it difficult to keep track of invoices and subscriptions as the company grew.
Spendesk enabled fynk to distribute responsibility across the business. Employees can manage the spending connected to their work, while the company maintains visibility over transactions and supporting documentation.
This approach has made day-to-day spending more efficient and reduced the amount of manual coordination required from management.
For fynk, the result is a process that better reflects the way the company operates today: more employees, more autonomy and more shared responsibility.
Using Spendesk AI Connect to make financial work faster
fynk also uses Spendesk AI Connect to access and analyze company spending information through AI tools:
Review spending with specific vendors.
Retrieve invoices.
Compare costs across different months.
Analyze spend by category and cost center.
Prepare answers to questions from tax advisers.
Build recurring monthly cost reports.
Review whether spending remains within budget.
Combine contract information with payment information.
When fynk is considering changing a vendor, the company can quickly review historical spend and retrieve the relevant invoices.
A process that could previously have taken around an hour can now be completed in approximately 10 minutes.
"With Spendesk AI Connect, I can retrieve spend information and invoices in minutes instead of spending an hour doing it manually.”
Theresa Quitt
Chief of Staff
Turning monthly reporting into a repeatable workflow
fynk wanted to create a recurring cost dashboard to track spending across categories and cost centers.
The company wanted to understand how costs changed from month to month, identify the main drivers of spend and make sure it stayed within budget.
Spendesk AI Connect reduced the effort needed to create and maintain this type of reporting. fynk can now use Spendesk data to build a clearer view of:
Monthly cost development.
Spend by category.
Vendor costs.
Cost center performance.
Budget progress.
Potential areas for review.
This gives fynk more insight into its spending without creating a significant amount of additional manual work.
The results
Time saved every month
fynk estimates that Spendesk AI Connect save the company between 5 and 10 hours every month, depending on the volume of financial questions, vendor reviews and invoice research.
Faster vendor analysis
fynk can retrieve vendor information and supporting invoices in approximately 10 minutes, compared with around an hour through a manual process.
More employee autonomy
Employees can manage the subscriptions and tools they need without depending on one person to make every payment.
Better documentation
Invoices and supporting information are submitted by the people closest to the spend, helping fynk maintain cleaner and better-documented records.
More visibility into company costs
fynk can review spending by vendor, category, month and cost center, giving the company a clearer view of how costs evolve.
Processes that scale with the business
Spendesk helped fynk move away from a centralized approach that was increasingly difficult to manage as the company grew from 13 to 30 employees.
A European approach to spend management
As a European software company, fynk places a strong emphasis on compliance and reliable processes.
For fynk, working with a European provider supports the company’s own approach to compliance and makes it easier to work with processes that reflect European accounting and regulatory requirements.
A European partner also helps reduce potential friction during internal compliance reviews, particularly when data, security and regulatory standards need to be assessed.
“It feels like a load lifted off your shoulders if you know you can rely on your partner and provider to be compliant and to uphold the same regulations and standards that you have to follow.”
Theresa Quitt
Chief of Staff
Help your company keep pace with growth
As your company grows, disconnected spending processes can create unnecessary work and reduce visibility.
Spendesk helps growing businesses give employees more autonomy while maintaining control over company spending, invoices and financial information.
Discover how Spendesk can help your business manage spend with greater clarity and efficiency.
Talk to an expert today.
