In many organizations, Travel & Expense is still approached as a simple technology issue: a new expense management solution is implemented, a new application is rolled out, and the expectation is that problems will disappear.
In reality, within complex organizations, challenges are rarely caused by the tool itself. They stem primarily from weak governance, inconsistent rules, a poorly structured ecosystem, and data that is difficult to exploit.
Transforming T&E is therefore not about “implementing a technology tool,” but about structuring a global, coherent, and manageable model shared across Finance, Procurement, HR, Travel, and Transformation teams, where technology serves the company’s strategy.
Travel & Expense : A cross-functional ecosystem, not just an expense technology tool
A high-performing Travel & Expense program relies on several interconnected components :
- T&E solutions (expenses and travel),
- Booking tools and travel agencies,
- Corporate cards and lodge cards,
- ERP and finance systems,
- Rule engines and controls,
- Reporting, data, and performance management,
- And increasingly, automation and AI capabilities.
These components directly involve multiple functions: Finance, Procurement, HR, and Travel.
When this ecosystem is deployed without a shared vision, organizations typically face :
- Cascading exceptions,
- Poorly understood rules,
- Unreliable data,
- Fragmented governance across departments.
The challenge is therefore not to select “the right technology tool,” but to design a T&E ecosystem aligned with the company’s target operating model and shared by key functions.
Why so many T&E programs fail despite good technology
In practice, the root causes of failure are recurring :
- Unclear or contradictory travel and expense policies,
- Conflicting priorities between Finance, Procurement, and HR,
- No common target rules across countries,
- Uncontrolled local configurations,
- Lack of structured controls,
- Low adoption by users and managers,
- Insufficient post–go-live governance and monitoring.
As a result, even with a well-known market solution, T&E becomes an exception factory—costly to maintain and a source of friction between functions—rather than a driver of collective performance.
The key : Design a common T&E model before talking about technology
At SD Global Consulting, we operate with a strong conviction: the cross-functional model comes before the tool.
This means :
- Defining shared target rules across Finance, Procurement, HR, and Travel,
- Structuring clear T&E governance (roles, decision-making, steering committees),
- Harmonizing what can be standardized while integrating local constraints,
- Organizing first- and second-level controls,
- Clarifying which indicators matter to each function,
- Aligning teams around a shared T&E vision.
Technology then supports this common model by automating processes, securing workflows, improving data reliability, and driving adoption.
A system-oriented, cross-functional alignment approach
Our support goes far beyond a tool implementation. We help build a sustainable T&E system capable of supporting the growth and complexity of international organizations.
Our approach is structured around six key pillars :
1. Diagnosis of the existing model
Analysis of policies, rules, processes, tools, data, and operational pain points, involving all relevant functions.
2. Design of the T&E core model
Definition of the target model: global rules, cross-functional governance, controls, and architectural principles.
3. T&E ecosystem architecture
Alignment of T&E solutions, booking tools, cards, ERP, data, and reporting in support of the target model.
4. Controlled deployment and localization
Integration of country-specific requirements without compromising the common foundation.
5. Adoption & business change management
Support for users, managers, and Finance, Procurement, HR, and Travel teams, focused on real-life usage.
6. Post–go-live governance and continuous improvement
Implementation of KPIs, performance reviews, and shared controls across functions.
Benefits for the company and its key functions
When a T&E model is properly structured and supported by the right tools, organizations achieve :
- Improved visibility over spend and commitments,
- A sustainable reduction in exceptions,
- Reliable data for global performance management,
- Smoother processes across Finance, Procurement, HR, and Travel,
- A better employee experience,
- And a T&E program that becomes a lever for governance, performance, and cross-functional alignment, rather than a siloed topic.
SD Global Consulting : Architect of your cross-functional T&E transformation
SD Global Consulting supports Finance, Procurement, HR, IT, Travel, and Transformation leaders in structuring and managing their Travel & Expense operating model.
Our role is not to implement a tool, but to help you design, deploy, and sustain a robust, shared T&E system, one that balances financial performance, employee experience, and global governance.
If you have any questions about Travel and Expense, don’t hesitate to reach out to our team of specialists. You can contact us directly via our website form.
Follow us on LinkedIn to stay up to date with our latest insights and Travel & Expense best practices.
If you found this article helpful, explore other key topics for your business on our blog, such as:
0 Comments