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What are the most important steps to set up Concur for your company?

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Concur is a popular expense report software that can help you streamline your accounting processes, save time and money, and comply with tax and regulatory requirements. However, setting up Concur for your company can be a complex and challenging task, especially if you have multiple entities, currencies, or policies. To help you get started, here are some of the most important steps to set up Concur for your company.

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CPA Grace Syovata Musyoka (MISM)

Microsoft Dynamics 365 Business Central (NAVISION) Senior Consultant|Developer | Software Engineer|Software Consultant|…

1 Assess your needs

Before you sign up for Concur, you need to assess your current and future needs for expense reporting. How many employees, departments, and locations do you have? What are your existing policies and procedures for submitting, approving, and reimbursing expenses? How do you integrate your expense data with your accounting system, bank accounts, and tax authorities? What are your goals and expectations for using Concur? By answering these questions, you can determine the best plan, features, and configuration options for your company.

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CPA Grace Syovata Musyoka (MISM)

Microsoft Dynamics 365 Business Central (NAVISION) Senior Consultant|Developer | Software Engineer|Software Consultant| Accountant |Project Manager
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1. Define expense policies and approval workflows within Concur. 2. Integrate Concur with your accounting/ERP system for seamless data transfer. 3. Add and verify employee information for all Concur users. 4. Configure expense categories, receipt requirements, and reporting needs. 5. Set up payment accounts (corporate cards, cash accounts) in the system. 6. Provide user training on submitting expenses and approving reports. 7. Designate Concur administration roles for ongoing management. 8. Communicate the go-live plan and roll out Concur to employees. 9. Monitor initial usage and optimize configuration as needed. Properly implementing Concur's features enables automated expense management for better control and visibility.

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CA Sandeep Tiwari

CA I Mcom I Bcom I Sr. Executive-Audit at NSBP & CO
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??Before adopting Concur, assess your expense reporting needs by considering factors like the number of employees, departments, and locations, existing policies and procedures, integration requirements with accounting systems and bank accounts, and goals for using Concur

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2 Choose your plan and features

Concur offers different plans and features depending on the size and complexity of your company. You can choose from Concur Expense Standard, Concur Expense Professional, or Concur Expense Enterprise. Each plan has different pricing, functionality, and customization options. You can also add additional features, such as Concur Travel, Concur Invoice, Concur Intelligence, or Concur Detect. You should compare the benefits and costs of each plan and feature, and select the ones that match your needs and budget.

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3 Configure your settings

Once you have chosen your plan and features, you need to configure your settings in Concur. This involves setting up your company profile, preferences, policies, approval workflows, expense types, payment methods, tax codes, currencies, and exchange rates. You also need to configure your integration settings with your accounting system, bank accounts, credit cards, and other third-party applications. You should follow the best practices and guidelines provided by Concur, and test your settings before launching them.

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4 Train your users

Another important step to set up Concur for your company is to train your users on how to use the software. You need to educate your employees, managers, and accountants on how to submit, approve, and process expenses in Concur. You should also provide them with the necessary resources, such as user guides, tutorials, videos, FAQs, and support channels. You can use the training materials and tools provided by Concur, or create your own customized ones. You should also monitor and evaluate the user feedback and performance, and make adjustments as needed.

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5 Review and optimize your processes

The final step to set up Concur for your company is to review and optimize your processes. You should analyze your expense data and reports, and identify the areas of improvement, such as compliance, efficiency, accuracy, and savings. You should also look for the opportunities to automate, streamline, or simplify your processes, such as using mobile apps, e-receipts, optical character recognition (OCR), or artificial intelligence (AI). You should also keep up with the updates and enhancements from Concur, and leverage the new features and functionalities.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What are the most important steps to set up Concur for your company?

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1 Assess your needs

2 Choose your plan and features

3 Configure your settings

4 Train your users

5 Review and optimize your processes

6 Here’s what else to consider

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