Spendesk gives us the agility we need to manage spend and accounting at scale. Today I couldn't imagine working without it.

Key results with Spendesk

• 100% receipts recovered: full visibility and complete control over all expenses.

• 12x transaction volume growth: grew from 20 to 250–300 monthly transactions without expanding the finance team.

• 104 subscriptions managed: full control over recurring costs, including 80+ AI licences.

• Instant mobile approvals: the CFO approves requests in seconds, from anywhere.

• Automated pre-accounting: direct export eliminates manual re-entry of 250+ invoices per month.

• Multi-site autonomy: six offices in France and international subsidiaries operating seamlessly.

• Zero ghost subscriptions: full control when an employee leaves the company.

• Greater security: proper separation of duties and structured validation workflows.

About Niji

Niji is a 1,500-employee digital services company specialising in digital transformation. It supports clients from consulting and software integration through to deployment, particularly in website, mobile app, design, data and cybersecurity projects. It operates from six offices in France with international subsidiaries in Morocco, Singapore and Spain.

The company serves clients across diverse sectors including telecoms, luxury and services. With annual growth of 10–12%, Niji uses a large volume of AI tool licences for client projects. Automation and artificial intelligence are core strategic priorities.

The challenge

Before implementing Spendesk, Niji faced serious spend management problems that posed both operational and financial risks.

Key problems

• A single shared bank card for the whole company, with no traceability.

• The recruitment team entered card details into various platforms, and when someone left the company, charges remained active.

• The only solution was to periodically cancel and replace the bank card.

• A single cardholder processed all purchases, creating critical bottlenecks and requiring their physical presence.

• Two-step authentication required immediate access to the CEO to retrieve SMS codes that expired in 30 seconds.

• During the CEO's absences, holidays or meetings, making purchases was practically impossible.

• Only 10% of receipts were recovered, making month-end close extremely difficult.

• Every expense required manual data re-entry and PDF document standardisation.

• The card was managed by a person without authorised bank signing rights, preventing proper separation of duties.

• There was no visibility whatsoever over recurring subscriptions.

The solution

Niji implemented Spendesk to regain full control over company spend without sacrificing operational agility, across its six French offices and international subsidiaries.

Features implemented

• On-demand virtual cards, with instant CFO approval from mobile.

• Physical cards for office managers, enabling them to manage their budgets autonomously.

• Subscription management, tracking 104 recurring costs including 80+ AI licences.

• Automated pre-accounting, with conditional rules for accounting codes and VAT.

• Direct export to accounting, eliminating manual re-entry.

• Mobile approval workflows, to approve from anywhere.

• Automatic receipt reminders, with card blocking for non-compliance.

• Delegate system, centralising purchases with designated team members.

From chaos to control

The transformation was immediate and profound. Instead of relying on a single shared card that created bottlenecks and increased fraud risk, Niji could now create cards instantly and approve expenses from mobile. All six offices gained autonomy without losing financial control.

Today the CFO can approve requests in seconds from anywhere, eliminating dependency on physical presence and real-time SMS code access. Each office manager handles their local budget autonomously while the finance team retains centralised visibility and control.

Niji also implemented a delegate system, assigning two people per team to handle purchases. This centralises procurement and avoids multiplying contact points across a 1,500-person company without losing responsiveness.

Subscription management proved especially valuable. With 104 recurring subscriptions, including 80 AI licences from the same vendor at the same price, Spendesk's automatic visibility and card-blocking system eliminated ghost subscriptions and charges that remained active after employees left.

The results

Since adopting Spendesk in 2017, Niji has transformed its financial operations while scaling significantly:

• 100% receipts recovered: automatic reminders and card blocking ensure full compliance.

• 12x transaction volume growth: grew from 20 to 250–300 monthly transactions with the same five-person team.

• Full subscription control: complete visibility over 104 recurring costs including 80+ AI licences.

• Significant time savings: management time has remained stable or even decreased despite strong growth.

• Automated pre-accounting: direct export eliminates manual re-entry of 250+ invoices.

• Zero operational bottlenecks: the "I can't make my purchase" situations are gone.

• Instant mobile approvals: the CFO approves from anywhere in seconds.

• Multi-site autonomy: six offices operating independently with centralised control.

Greater security: proper separation of duties and structured validations.

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