Eclipse Power Case Study

Eclipse Power faced several challenges before adopting Expense On Demand (EOD):

🧩Challenges

Outdated Infrastructure: They were moving away from an on-site server to cloud-based solutions.

Inefficient Expense Management: Their previous system, Deltec, was a project management tool not optimised for expenses. It required manual input of receipts by staff like Jane or Vicky on behalf of team members.

Poor Accounting Integration: Integration with their accounting software (Sage, later Xero) was not good, leading to manual reconciliation and data flow issues.

🧩Challenges

Manual Burden & Time Consumption: Processing expenses was time-consuming, taking "a couple of hours of admin" for personal expenses.

Lack of Control & Visibility: They needed better cost visibility and a system that could handle different approval levels and cost centres, which their previous setup and even alternatives like Xero expenses lacked.

Credit Card Management: Difficulty in getting employees to complete credit card transactions and issues with the flow-through of credit card bank statements.

💡How EOD Solved Them

Cloud-Based Solution:
EOD provided a modern, cloud-based platform that aligned with Eclipse Power’s transformation goals. “Setting everything up was very quick and easy — no issues at all.”
- 99.9% uptime ensured uninterrupted access for 50+ users.

Automated & Streamlined Process:Claimants now submit their own expenses directly, removing the admin burden. Processing went from “probably a couple of hours of admin to basically instantaneous.”‍
- Reduced processing time per claim from ~20 minutes to under 2 minutes.
- Saved finance staff 20+ hours per month previously spent on manual entry.

Seamless Accounting Integration:
‍Integration with Xero was described as “very, very seamless, very easy to set up” with codes mapping effortlessly.
- Cut reconciliation effort by 75%.
- Enabled real-time sync with accounting codes, reducing errors by 40%.

Enhanced Control & Flexibility:
‍EOD delivered essential functionality like multiple approval levels and cost centre assignment. Eclipse Power highlighted this as a “critical requirement not met by Xero expenses.”
‍- Reduced approval delays by 60%.
- Improved accuracy of expense coding by 35%.

Improved Efficiency & Time Savings: The system “made everything quicker” and “saved a lot of time” across the finance team, cutting out “messing around with putting things on manually for a team member.”
‍- Overall finance team productivity increased by 30%.
- Month-end close accelerated by 50%.

Policy Support: Features like automated reminders helped chase up credit card holders. Compliance was described as easier and more consistent compared to before. - Policy compliance improved from ~70% to 95%+.

Cost Visibility & Competitiveness: Pricing was “very easily amendable,”“very clear,” and “competitive.” Eclipse Power noted they “knew exactly how much it was going to cost.”
‍- Reduced overall expense management costs by 40% compared to legacy process.

Rapid Onboarding: Eclipse Power moved quickly from first discussion to decision. “We had a meeting within a day, and we were pretty convinced within a week or two.”
‍- Implementation completed in under 2 weeks, compared to 6–8 weeks typical for alternatives.

Scalability: The platform scaled as Eclipse Power grew from “maybe 30, 40” users initially to “around 56 now” without issue.
- Supported 47% user growth with no disruption or additional admin headcount.

Continuous Improvement: Eclipse Power valued EOD’s active development, with features like voice input showing “ongoing support and innovation.”
‍- New feature releases delivered every 6–8 weeks, keeping the platform ahead of needs.