Epicor brings AI-powered efficiency to global travel and expense

Region

APAC: Asia-Pacific, EMEA: Europe, Middle East, and Africa, NORAM: North America, LATAM: Latin America

Headquarters

Austin, Texas

Industry

Tech

Products Used

• Navan Business Travel
• Navan Expense
• Navan Travel Payments

Previous Solutions

CWT

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As a global provider of industry-specific enterprise software, Epicor supports thousands of customers around the world. The company relies on an efficient travel and expense program to keep customer-facing teams moving while maintaining control over spend.

Today, Epicor manages travel for more than 2,000 active travelers through Navan, empowering employees with an intuitive booking experience while giving administrators the flexibility, visibility, and automation they need to support a global workforce.

Before Navan

Before adopting Navan, Epicor managed travel through CWT, a traditional travel management platform that relied on manual processes and offered limited flexibility for both travelers and administrators. As the company’s global footprint expanded, the travel team needed a solution that could simplify booking, improve policy management, and create a better traveler experience.

Epicor wanted more than a booking tool — it needed a platform that could streamline administration, automate expense workflows, provide actionable reporting, and continue evolving alongside its business.

“

Modern, flexible, and intuitive. That’s how I describe Navan.

Elizabeth Velasco

Procurement Consultant

Why Navan

Today, Elizabeth Macias Velasco, procurement consultant at Epicor, serves as one of Epicor’s primary Navan administrators, supporting employees across the organization while partnering closely with the expense team to manage travel policy and program performance. She says one of Navan’s biggest strengths is how intuitive the platform is for both travelers and administrators.

“The user interface is just great,” said Velasco. “Booking travel, uploading expenses, everything feels very intuitive. I know a lot of our travelers feel the same way.” For administrators, flexibility has become equally valuable. “If I need to update a policy or make a configuration change, it’s incredibly straightforward,” said Velasco. “I don’t have to worry that changing one setting will unexpectedly impact something else. It’s just easy.”

That simplicity allows Epicor’s travel program to adapt quickly as business needs change — without creating additional administrative burden.

Velasco also credits Navan’s product innovation and customer partnership as key differentiators. “When someone asks me if the platform can do something, I know I can always reach out to the Navan team. Sometimes a feature already exists, sometimes there’s a workaround, and many times the capabilities we ask for show up in the product a few months later.”

Results with Navan

A Travel Experience Employees Actually Enjoy

Epicor’s travelers — particularly sales and professional services teams that spend significant time visiting customers — benefit from a consumer-grade booking experience available across both desktop and mobile.

“People tell me all the time, ‘I just love Navan,’” said Velasco. “They appreciate that everything they can do on the web is also available in the mobile app, which makes managing travel while they’re on the go incredibly easy.” Epicor’s 83% mobile adoption rate demonstrates how travelers have embraced the ability to manage their trips from anywhere.

That simplicity extends to expense management. For frequent travelers like Brad Knisely, vp of finance, capturing expenses as they happen means there’s little left to do once a trip is over.

“As someone who travels regularly, what stands out most is that expense reporting happens in real time instead of becoming a project at the end of every trip,” shares Knisely. “I can enter each expense as it happens, and when I use my Navan card, the platform prompts me for anything that's missing so I'm essentially done before I get home.”

Satisfaction scores reflect the positive employee experience: a +59 Net Promoter Score and a 94% customer satisfaction rate.

“

As someone who travels regularly, what stands out most is that expense reporting happens in real time instead of becoming a project at the end of every trip. I can enter each expense as it happens, and when I use my Navan card, the platform prompts me for anything that's missing so I'm essentially done before I get home.

Brad Knisely

VP of Finance

Smarter expense reviews with AI-powered suggested actions

Epicor is also taking advantage of one of Navan’s newest AI innovations: Suggested Actions, which helps expense teams review flagged transactions faster by recommending whether to approve, reject, or request more information — complete with the reasoning behind each recommendation.

Rather than manually reviewing every transaction, expense reviewers can quickly understand why an expense was flagged and confidently take the appropriate next step. “Navan tells you whether a transaction already has everything needed or if something is missing. It’s summarized right there, which is incredibly helpful,” said Velasco.

The value extends beyond expense reviews. Velasco has also been using Navan Admin Companion, which acts like a personal T&E data analyst, to answer reporting questions using natural language. “My first query was asking for the percentage of a certain type of traveler from the past month. Instead of building filters and dashboards, I simply typed the question and got the answer immediately.”

Together, Suggested Actions and Admin Companion are helping Epicor reduce manual effort, accelerate expense reviews, and give administrators instant access to the information they need — freeing the team to focus on higher-value work.

Automation that scales with a global program

Behind the scenes, automation has significantly reduced manual work for Epicor’s expense team. By configuring policy rules that automatically approve compliant transactions, reviewers no longer need to manually inspect hundreds of routine expenses.

“We trust the way Navan works based on the parameters we’ve configured. If something is automatically approved, we know it’s compliant. That removes a huge burden from the expense team.”

Today, 76% of Epicor’s transactions are automatically approved, allowing the expense team to spend less time reviewing compliant transactions and focus their attention on the exceptions that require a closer look. For employees, that automation also means faster approvals and a more seamless expense experience.

The benefits extend to the transactions that do require human review. For approvers, Navan brings the context and documentation needed to make a decision into a single workflow.

“From an approver's perspective, Navan has eliminated a lot of unnecessary back-and-forth,” said Knisely. “When an expense exception needs my review, everything I need is right there in the system, including receipts and supporting documentation. I can approve, reject, or even partially approve an expense with a note, and the employee receives immediate feedback without a chain of emails. It saves time for everyone involved.”

“

Navan has simplified one of the most frustrating parts of business travel. Instead of spending an hour building an expense report after a trip, each transaction is handled individually as it occurs. It's a much better experience for employees and it results in cleaner, more accurate expense reporting

Brad Knisely

VP of Finance

Driving measurable savings

As Epicor continues to optimize its travel program, Navan helps the company balance traveler experience with cost control. Current program performance includes a savings of 27% on flights and 24% on hotels.

Looking ahead, Velasco sees even more opportunity to partner with Navan to identify leakage, optimize policies, and uncover additional savings opportunities. “We’re always looking at how we can save more, avoid leakage, and take better advantage of everything Navan offers. Navan has been a great partner in helping us continually improve.”

Future with Navan

After years of partnership, Epicor continues to expand how it uses Navan across the business — from travel and expense management to new employee benefit workflows in international markets.

For Velasco, the platform’s greatest strength isn’t just ease of use — it’s the confidence that Navan continues to innovate alongside Epicor’s evolving needs.

Whether through AI-powered administration, intuitive traveler experiences, flexible policy controls, or ongoing product development, Navan has become a strategic partner in helping Epicor operate a smarter, more efficient global travel program.