Standardizing Expenses to Power a Global Operation

Challenge

Scaling expense management globally without adding complexity

Artika sells through major retailers and marketplaces, with team members working across time zones and local tax regimes. As the footprint grew, so did the volume and variability of expenses: mileage rules, currencies, and country-specific policies created friction for employees and bottlenecks for Finance.

On the ground, the process was still largely manual. Employees and contractors filled out an Excel sheet, attached receipts, and sent everything to Accounts Payable (AP); AP printed and assembled packets, matched lines, and chased inconsistencies. Spending 20-30 minutes per report wasn’t unusual; a drain that compounded at month-end. The team also needed confidence for CRA and Revenue Québec audits and a process employees and contractors across ~21 countries would actually adopt.

Solution

A reliable partner, chosen again and again

When Ronnie Nahum, Chief Financial Officer, joined Artika and saw the expense management bottlenecks, he knew exactly who to turn to. Having implemented ExpensePoint at several companies over the past 15 years, and despite looking at larger competitors like SAP Concur, he chose ExpensePoint again for its speed, simplicity, and partner-style support.

Artika went live with ExpensePoint in record time. The team configured clear rules by country, region, and currency, covering mileage, per diems, and unique factor-based tax handling, so employees could submit consistently while finance kept tight control.

ExpensePoint fit neatly into Artika’s stack: direct card feeds where available, CSV/API exports when needed, an integration with Payworks for payroll, and a clean path into the company’s ongoing ERP transition to NetSuite.

Results

Faster cycles and audit-ready operations

After go-live, Artika’s review cycle changed quickly. A typical expense report that once took Accounts Payable 20–30 minutes to assemble and check now takes under three minutes or ten minutes maximum. Linked receipts, a clean print-ready packet, and the ability to pay, hold, or question specific line items inside the app shorten each review and reduce back-and-forth with employees.

“I can guide my employee in Vietnam over the phone without even looking at the screen. It’s that simple,” says Ronnie Nahum. Simplicity showed up in adoption and execution. With a clear mid-week submission deadline and manager approvals, the finance team consistently meets Friday reimbursement runs, and a straightforward workflow across approximately 21 countries.

ExpensePoint also strengthened compliance. With their unique factor-based tax setup and consistent data retention provide confidence for CRA and Revenue Québec reviews to prove their reclaimables with ease. This was further proven by Nahum’s prior Revenue Québec audit experience on sales tax where his setup and documentation was praised as effectively perfect.

Most importantly for Nahum, service quality has remained a constant across fifteen years of partnership. When issues arise, the Artika team knows that they can reach out to ExpensePoint’s customer care team and get help in no time. “The team always finds a solution quickly,” he adds, “and that makes it easy to recommend ExpensePoint.”

Interviewee:

• Ronnie Nahum, Chief Financial Officer

Website:

• https://artika.ca/