Demand Science Saves 20 Hours per Month on Expense Management with Navan

Region

NORAM: North America

Headquarters

Danvers, Massachusetts

Industry

Tech

Products Used

• Navan Business Travel
• Navan Expense
• Navan Corporate Cards

Get the PDF Copy

Headquartered in Massachusetts, Demand Science is a leader in delivering data-driven solutions that accelerate sales and marketing performance. With a global presence and a rapidly expanding team, the organization faced increasing challenges in managing its travel and expense (T&E) processes. These inefficiencies were not only slowing down operations but also detracting from the employee experience. Recognizing the need for a unified and scalable solution, Demand Science turned to Navan to streamline workflows, improve compliance, and enhance visibility into company-wide spending.

Before Navan

Before adopting Navan, employees at Demand Science booked their travel independently using online platforms such as Priceline or Google. 

This fragmented approach created several challenges. For example, employees often used personal credit cards for work-related expenses, leaving the finance team struggling to monitor and control costs effectively. Ivan Osorio, Director of Accounting, reflected on the limitations of their previous strategy: “We had no real visibility into employee spending. People would go out, spend what they wanted, and then ask for forgiveness afterward.” The company clearly needed a platform that could offer corporate credit cards.

Demand Science relied on manual processes that slowed everyone down. Employees spent a lot of time booking their own travel, scanning receipts, and inputting data into spreadsheets. “Before Navan, everybody was managing expenses in spreadsheets and then had to scan all of their receipts,” said Osorio. The lack of scalability and oversight with this process made it clear that Demand Science needed a solution capable of supporting its growth while providing better control over spending.

Why Navan

The decision to move to Navan was driven by the need for a unified platform that could address both travel and expense management. Demand Science wanted a solution that would allow them to implement custom policies, gain real-time insight into travel spend, and streamline processes for both employees and the finance team. Navan Cards were a significant factor when the Demand Science team sought an improved corporate card solution, providing a seamless way to manage expenses alongside their travel needs.

“

What stood out to us about Navan was its simplicity and ease of use. We needed a platform that employees could adopt quickly, and that’s exactly what Navan delivered.

Ivan Osorio

Director of Accounting

Navan’s mobile-friendly interface was another significant deciding factor, as it would enable employees to easily manage their expenses on the go. The platform’s ability to enforce policies automatically and provide actionable insights through detailed dashboards further solidified Navan as the ideal choice for Demand Science’s finance and accounting teams.

Results with Navan

Enhanced Expense Management Through Navan's Corporate Cards

Navan’s corporate cards have been a game-changer, as all expenses now adhere to company policies. “Implementing Navan Cards has helped us make sure that employees are adhering to the travel and expense policies we set up,” said Osorio. “It’s something that you don’t have to keep an eye on every single day, since expenses get flagged if they’re not in compliance.”

The finance team has experienced a dramatic reduction in administrative workload. Manual processes, such as managing Excel sheets and correcting formula errors, are now a thing of the past.“Now, it’s just taking a picture and your expenses are pre-populated” said Osorio. 

“

Submitting and approving expenses is so much faster, and we no longer have to deal with errors in spreadsheets.

Ivan Osorio

Director of Accounting

Improved Travel Compliance and Real-Time Insights

Navan’s real-time reporting capabilities have provided unprecedented visibility into spend. By leveraging dashboards, the finance team can monitor employee expenses, identify out-of-policy bookings, and even forecast future travel costs. 

“Real-time reporting has helped us identify areas for cost optimization, said Osorio, “because we can look at travel that’s been booked but hasn’t happened yet. If we see that someone has booked out of policy, we can catch it early and notify their manager.” Demand Science sees 95% of employee trips booked on Navan, which has spurred a higher compliance with company policies.

The Road Ahead: How Demand Science Plans to Leverage Navan

As Demand Science looks ahead, the company anticipates continued growth and an increase in corporate travel. With plans to reintroduce large-scale events, such as sales kickoffs, the need for a reliable and scalable T&E platform is more critical than ever. 

“The past few years have been tough for corporate travel due to the pandemic,” said Osorio, “but we’re seeing travel spend uptick as internal teams travel more and we re-initiate company events.” Osorio said. Demand Science is also exploring ways to expand its use of Navan globally and implement the platform in additional regions as the company scales.

“

Navan provides exceptional visibility into travel and spend. As we grow, Navan will continue to play a vital role in helping us optimize our travel and expense operations.

Ivan Osorio

Director of Accounting