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Key results with Spendesk
A single reliable source: all reimbursements and invoices are centralised and instantly accessible.
Less manual invoice chasing: no more time wasted searching for receipts or outstanding payments.
Efficient processing: an invoice can be uploaded, AI-categorised and payment-ready in under 10 minutes.
AI-powered data accuracy: OCR technology auto-fills mandatory fields with 90% accuracy.
Faster reimbursements: employee expenses are processed within a week.
Greater purchasing flexibility: virtual cards enable management of SaaS subscriptions and specific online purchases.
Simplified data management: all financial information is centralised and ready for accounting integration.
About Orbem
Orbem is a Munich-based deep tech company that combines artificial intelligence with fast, non-invasive MRI technology to scan and classify biological objects. From in-ovo sexing to fruit quality control, its cutting-edge technology enables more sustainable, ethical and data-driven decisions across supply chains worldwide.
The challenge
Before implementing Spendesk, Orbem faced the common dilemma of many growth-stage startups: rapid business development paired with insufficient financial processes, creating operational bottlenecks.
Key challenges
Very limited visibility over invoices and payments across the organisation.
Highly manual processes requiring constant follow-up and intervention.
A great deal of time spent chasing receipts and missing documentation.
Month-end closes delayed by incomplete financial records.
No centralised system to track reimbursements and expenses.
Slow and inefficient searches for financial documentation.
Lack of visibility over company spend.
At that time, visibility into invoices and payments was very limited. It was a highly manual process. There were many one-off payments, and a lot of time was spent chasing down documentation.
Thomas KämpfBefore Spendesk
Manual processing of invoices and payments
Constant search for missing receipts
No centralized financial documentation
Delayed monthly closings
Limited visibility into spending across teams
Time-consuming and inefficient manual searches
After Spendesk
Automated invoice processing and categorization
Centralized management of receipts and documentation
A single, reliable source for all financial data
Significantly faster closing processes
Real-time spending visibility
Easy search for receipts and invoices using filters
The solution
Orbem implemented Spendesk to gain full control over its financial processes during a period of rapid growth. As an AI-driven company, Orbem particularly valued Spendesk's capacity to continuously innovate in automation and AI — a key factor in their decision.
Features implemented
AI-powered automated invoice processing, with intelligent categorisation and automatic routing.
Virtual credit cards for SaaS subscriptions and online vendor payments.
Physical cards for employee expenses and reimbursements.
Centralised receipt management with search functionality.
Approval workflows ensuring financial control and compliance.
AI-based accounting field prediction, automatically categorising expenses from historical data and contextual information.
For us, it’s important that Spendesk continues to improve and add new features. Without innovation, it wouldn’t make sense.
Thomas KämpfFrom chaos to control
The impact was immediate and wide-ranging. Instead of chasing invoices and receipts scattered across different systems, Orbem's finance team now had quick access to all financial documentation from a single platform.
Spendesk's AI technology processes 100% of Orbem's invoices, expense claims and card payment receipts via OCR. Between 85% and 95% of submissions receive reliable AI suggestions. The intelligent categorisation system eliminated manual data entry and delivered recommendations with 90% accuracy, speeding up processing and reducing errors. At the same time, virtual cards gave teams flexibility to manage subscriptions and online vendor payments while maintaining financial control at all times.
I think the two main advantages are, first, that you can easily search for receipts and invoices using various filtering options, and second, that you receive accounting-based recommendations that help you work faster and reduce errors.
Thomas KämpfThe results
Since adopting Spendesk, Orbem has transformed its financial operations:
A single reliable source for all reimbursements and invoices.
Processing in under 10 minutes from invoice upload to payment approval.
Weekly reimbursement cycles on a predictable cadence, Tuesdays and Thursdays.
5–10 minutes saved on each search for a missing receipt.
Greater security thanks to virtual card limits and controls.
More agile approval workflows that maintain team trust and autonomy.
Readiness for future integrations and API use in accounting automation.
80% reduction in manual data entry thanks to auto-fill and AI-based accounting predictions.
End of manual chasing of receipts and documentation.
From a technical standpoint, uploading an invoice, categorizing it, and getting it approved for payment can be done in a matter of minutes. If I really want to expedite an invoice, I can process it from start to finish in less than 10 minutes.
Thomas KämpfWant to leave expense management chaos behind?
Discover how Spendesk can help your growing business gain full spend control and scale efficiently. Talk to an expert today.
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