How to make it easy to manage multi-currency expenses?
Vitry Frères is a French company founded in 1795, specialised in the cutlery industry and the manufacturing of cosmetic products. Today, it exports its know-how in over 30 countries, including Canada, Brazil, the United States and Denmark.
This international presence represents a daily challenge for teams on the field. With over 80 employees travelling regularly, the management of expense forms was of a particularly complex nature: diversity of reimbursement rules depending on the countries, multiple currencies, time-consuming entries and frequent errors.
Already user of Kelio as part of its HR management since 2020, the company has decided in early 2025 to mark a new milestone by adopting the new Kelio Expense forms module. This evolution aims at reducing administrative load, automating entries, accelerating validations and securing data.
Customer since
2020
Features
expenses forms multiple currencies, multiple rules
Workforce
150
Project type
Expenses forms
Meeting with Cécilia Chouc
Payroll manager
The initial need
For many employees, the management of professional expenses would represent a heavy and recurrent load. The process would lie on manual and fastidious practices: storage of paper receipts, grouped sending at the end of the week and manual entry of amounts.
Salespeople would wait Fridays to send them all. It required time to enter ticket information, hoping not to forget anything…
This process would lead to a significant waste of time, both for people on the field and the Accounting/HR team.
In an international context, the diversity of profiles, the multiple reimbursement rules according to geographic areas and the management of currencies would make validations more complex..
The issue resolved
In February 2025, Cécilia Chouc has coordinated the deployment of the new Kelio Expense forms module. The approach is pragmatic, meeting the actual needs of users: configuration by geographic area, user testing, training directly on mobile.
I trained them directly on their phone. I asked them to take a picture of the ticket right after the purchase, then to send all tickets by the end of the week. It changes everything.
The new automatic recognition of data, instant visualisation of receipts, simplified validation and multi-currency native management make all the difference.
« The fact that the manager clicks on a line and sees directly the photo of the receipt has made a real difference for them. It’s simple, clear and intuitive. » Said management is also facilitated since the module supports 7 currencies used on a daily basis by our teams: Euro, Swiss franc, Canadian and American dollar, British pounds, Danish, Swedish and Norwegian krone.
How to simplify the processing of expense forms?
Today, the management of several hundreds of expense forms processed every month is no longer a constraint at Vitry Frères. It has become a smooth routine, perfectly integrated into the teams’ daily lives.
The employees enter their expenses as they arise, managers validate them without delay, and the HR / accounting team can focus on accounting integration, without wasting time calling somebody again.
Each step is smooth and secure, from the importation of receipts to the final validation, via the use of smart security systems, integrated into the Kelio module. This is a clear, rapid process, adapted to on-the-ground realities.
The weekly validation enables to save up to 2 hours a week.
The solutions installed
The advantages of the Expense management software
- Smooth, intuitive mobile use
- Automatic visualisation of amounts, VAT, dates
- Native multi-currency management
- Strengthened security with built-in blocking systems
- Responsiveness and support of Kelio teams