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Seamless Expense Management Integration Delivered by eAppSys

eAppSys

Seamless Expense Management Integration Delivered by eAppSys

Client Profile

The client is a leading global IT services company with a large workforce in the United States. This organization manages extensive business travel and corporate expenses, and it relies on Oracle-based financial systems to track spending and enforce expense policies. To optimize its financial operations, the client sought to modernize and streamline its employee expense management process.

Business Challenge

Handling employee expenses was a complex task for the client, involving multiple systems for finance, travel bookings, and corporate card data. The key challenge was to integrate a new SaaS expense platform with the existing Oracle finance system to eliminate manual data entry, enforce expense policies, and maintain consistent records. The client needed a seamless two-way integration that would ensure:

Project and cost code data from Oracle are always up-to-date in the expense platform for accurate expense categorization.
Approved employee expense reports flow back into Oracle’s General Ledger, Accounts Payable, and Project Costing modules without delay or errors.

Additionally, the client wanted to automate corporate credit card expense handling and simplify approval workflows, all while maintaining security and compliance. They entrusted eAppSys, in collaboration with an industry-leading consulting partner, to deliver an integrated solution within a tight timeline of four months.

Solution Delivered by eAppSys

To address the challenge, eAppSys designed and implemented a Neo Expense Platform integration for the client’s Oracle financial system. Neo is American Express’s cloud-based expense management solution, chosen by the client to streamline employee travel and expense reporting. eAppSys served as the technical lead, working closely with the client’s team and a consulting partner to ensure the integration met all requirements and security standards.
Integration Architecture: The solution established a robust two-way data exchange between Oracle and the Neo expense platform:

  1. Outbound (Oracle to Neo): On a daily basis, the Oracle finance system automatically sends a feed of active project codes and their billing status into Neo. This ensures employees using Neo can accurately tag expenses to the correct projects and know whether those expenses are billable or non-billable.
  2. Inbound (Neo to Oracle): Twice a month, all approved expense report line items from Neo are imported into Oracle. This automated import updates the Oracle General Ledger, Accounts Payable, and Project Costing modules, ensuring that financial records and project budgets reflect the latest employee expenses without manual intervention.

eAppSys’s Role: eAppSys led the end-to-end integration development, leveraging its Oracle expertise to configure data mappings, develop secure data transfer processes, and implement the business rules required by the client. Throughout the project, eAppSys collaborated with the client’s finance and IT teams (and the consulting partner providing project assurance) to rigorously test the integration and align it with the client’s expense policies.

End-to-End Automation: The integration fully automated the expense workflow – from project code synchronization to expense report entry and financial posting – eliminating all manual data transfers. This automation reduces errors and saves significant administrative time.
Corporate Card Integration: eAppSys integrated the client’s American Express corporate card feeds into Neo. Employees now only need to reconcile or annotate their corporate card transactions once in Neo, and the data automatically synchronizes to Oracle, providing a unified view of spending across systems.
Streamlined Personal Expense Handling: The solution improved how personal vs. reimbursable charges are handled. Any personal amounts on corporate cards or expense reports are clearly identified and separated, ensuring that only business expenses are reimbursed while personal expenses are tracked but not paid – all in line with company policy.
Secure Tokenized Data Transfer: The team overcame technical challenges with token acceptance and XMLformatting for credit card data. By adjusting the integration to accept tokenized card numbers (for security) and align with Neo’s XML data structure, eAppSys ensured sensitive card information is handled securely and the two systems remain in perfect sync.
Robust Error Handling & Alerts: A comprehensive validation framework was implemented to catch data issues (such as invalid project codes or policy violations) before posting to Oracle. In case of any errors or integration failures, automated notifications and error reports are triggered, enabling the support team to respond quickly. This proactive approach minimizes downtime and maintains data integrity across both platforms.
Automated Access Control & Delegation: The Neo expense platform was configured to be accessible only to the client’s U.S. business unit employees as intended. eAppSys also automated delegation features, allowing employees to designate assistants or managers to file expenses on their behalf under controlled permissions. This ensures compliance with corporate access policies while providing flexibility in expense submission.
One-Click Approvals: The integration streamlined the approval workflow. For the U.S. division, once an expense report is approved in Neo (following American Express Neo’s built-in policy checks), it is auto-approved in Oracle without redundant review. This means managers don’t have to approve the same expense twice, speeding up the reimbursement cycle while still upholding all compliance checks in the Neo system.

Results and Business Impact

The successful implementation of the Oracle–Neo integration has significantly advanced the client’s finance operations. Key results include improved efficiency, accuracy, and user satisfaction in the expense management process:
Efficiency Gains: Manual data entry and reconciliation steps have been eliminated, reducing processing time for expense reports. Finance teams can now focus on oversight and analysis instead of data transfer tasks.
Real-Time Visibility: Management has near real-time visibility into project expenses and corporate card spend. The two-way sync ensures that project budgets and ledgers in Oracle are always up-to-date with the latest expenses from Neo, supporting better decision-making and financial control.
Enhanced Employee Experience: Employees benefit from a modern, easy-to-use expense system (Neo) that is tightly integrated with internal finance. They only enter information once, and the rest is handled behind the scenes. Faster approvals and clear policy enforcement lead to a smoother experience and quicker reimbursements.
Compliance and Control: The integration enforces the client’s expense policies automatically through Neo’s rules and the validation built by eAppSys. By integrating project codes and validating data, the system prevents policy violations and ensures expenses are correctly categorized (e.g., distinguishing personal charges). Audit trails and error alerts provide additional oversight, greatly reducing the risk of non-compliant expenses slipping through.
Secure and Reliable Operations: Thanks to handling tokenized card data and rigorous testing, the client can trust that sensitive financial information is secure during data exchanges. The robust error-handling and notification system means any issues are immediately flagged and resolved, contributing to reliable, uninterrupted operation of the expense process.

Conclusion and Next Steps

Through close collaboration with the client and its consulting partner, eAppSys successfully delivered an integrated expense management solution that meets the client’s goals of automation, accuracy, and efficiency. The project went live in June 2025 after just four months of development, a testament to eAppSys’s expertise in Oracle integrations and dedication to client success.

Currently, the project is in a Hypercare support phase (June 16 – July 15, 2025). During this period, eAppSys and the client’s support teams are closely monitoring the system and providing rapid responses to any user issues or technical adjustments. This ensures a smooth transition to the new process and reinforces user confidence in the system.
By modernizing the expense reporting workflow with the Oracle–Neo integration, the client has taken a major step toward a fully integrated and automated finance ecosystem. eAppSys is proud to have been the digital transformation partner for this initiative. The outcome is a win-win: employees have a hassle-free expense reporting experience, and the finance organization gains efficiency, control, and real-time insight.
This case stands as an example of how eAppSys’s innovative solutions and collaborative approach can drive operational excellence and deliver tangible business value for its clients.

Book a free consultation to discuss this or anything else with the experts at eAppSys.