Spendesk gives us the agility we need to manage spending and accounting at scale. I couldn't manage without it.

Key results with Spendesk

• 100% receipt recovery: Complete visibility and control over all expenses.

• 12x transaction volume: Grew from 20 to 250-300 monthly transactions without adding finance headcount.

• 104 subscriptions managed: Full control over recurring costs, including 80+ AI licences.

• Instant mobile approvals: CFO validates requests in seconds from anywhere.

• Automated pre-accounting: Direct export eliminates manual re-entry of 250+ invoices monthly.

• Multi-site autonomy: Six French offices plus international subsidiaries operating seamlessly.

• Zero phantom subscriptions: Complete control when employees leave the company.

• Enhanced security: Proper separation of duties with structured validation workflows.

About Niji

Niji is a digital services company with 1,500 employees specialising in digital transformation. They support clients from consulting and software integration through to deployment, particularly on websites, mobile applications, design, data, and cybersecurity. Operating across six offices in France plus international subsidiaries in Morocco, Singapore and Spain, Niji works with clients from various sectors, including telecoms operators, luxury, and services. Growing at 10-12% annually, Niji is a heavy consumer of AI tool licences for client projects, with automation and AI as strategic development priorities.

The challenges

Before Spendesk, Niji faced catastrophic spend management issues that created major operational and financial risks.

Core issues:

• Shared bank card with zero traceability across the entire company.

• Recruiters put card numbers on platforms; charges continued after they left.

• Only solution was to regularly cancel and replace the bank card.

• Single card holder created critical bottlenecks requiring physical presence for all purchases.

• Two-factor authentication required real-time CEO access for SMS codes that expired in 30 seconds.

• Purchases were impossible during absences, holidays, or CEO meetings.

• Only 10% of receipts were recovered, making proper account closing impossible.

• Manual re-entry and PDF standardisation for every expense.

• Non-bank signatory managed the card, preventing separation of duties.

• Complete absence of visibility over recurring subscriptions.

The solution

Niji implemented Spendesk to regain complete control over business spending whilst enabling operational agility across six French offices and international subsidiaries.

Key features implemented:

• Virtual cards on demand with instant CFO approval via mobile.

• Physical cards for site directors enabling autonomous budget management.

• Subscription management tracking 104 recurring costs, including 80+ AI licences.

• Automated pre-accounting with conditional rules for expense accounts and VAT.

• Direct accounting export eliminating manual re-entry.

• Mobile approval workflows enabling validation from anywhere.

• Automatic receipt reminders with card blocking for non-compliance.

• Representative system centralising purchases through designated team members.

From confusion to control

The transformation was immediate and comprehensive. Instead of a single shared card creating bottlenecks and fraud risks, Niji gained instant card creation and mobile approvals, enabling teams across six sites to operate autonomously whilst maintaining complete financial control.

The CFO can now validate requests in seconds from anywhere, eliminating the previous dependency on physical presence and real-time SMS code access. Each site director manages their local budget independently, whilst finance maintains centralised visibility and control.

Niji implemented a representative system, designating two people per team to handle purchases. This centralises purchases and avoids multiple contacts across a 1,500-person company whilst maintaining responsiveness.

Subscription management proved particularly valuable. With 104 recurring subscriptions, including 80 AI licences from the same supplier at the same price, Spendesk's automatic visibility and card blocking system eliminated phantom subscriptions and charges that continued after employees left.

The results

Since adopting Spendesk in 2017, Niji has transformed its financial operations whilst scaling dramatically:

• 100% receipt recovery: Automated reminders with card blocking ensure complete compliance.

• 12x transaction volume: Grew from 20 to 250-300 monthly transactions with the same five-person team.

• Complete subscription control: Full visibility over 104 recurring costs, including 80+ AI licences.

• Massive time savings: Processing time is stable or reduced despite exponential growth.

• Automated pre-accounting: Direct export eliminates manual re-entry of 250+ invoices.

• Zero operational bottlenecks: No more "I can't make my purchase" complaints.

• Instant mobile approvals: CFO validates from anywhere in seconds.

• Multi-site autonomy: Six sites operating independently with centralised control.

Enhanced security: Proper separation of duties and structured validation.

Ready to transform your spend management?

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