Case Study: La Trobe University achieves paperless, self-service expense management with Expensify

How Expensify enabled a necessary culture change for La Trobe University

La Trobe University, a Melbourne-based institution with over 35,000 students and 5,000 staff, was wrestling with a paper-based expense system that required finance to manually enter claims into their SAP ERP. The manual process and inconsistent receipt submission made reconciliation slow and created a need for a user-friendly solution that would automate approvals and drive a culture change so staff would take ownership of their own expense claims.

La Trobe selected Expensify over Concur for its intuitive mobile app and deployed it with hands-on support from Expensify’s team, integrating key features like corporate card reconciliation, auto-categorisation, mileage tracking, custom business logic and automated approver reminders. The result: more than 1,200 users now submit digital receipts from their phones, admins reconcile faster, compliance and tax reporting improved, approval times shortened, and staff report high adoption and minimal training requirements.

La Trobe University

Michelle Marcantonio

Senior Manager of Process Improvement