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Accelerate Concur Series: Implementation Best Practices
The promise of digital transformation suggests that expense management software implementation should be effortless. However, reality tells a different story. Even in the digital age, successful technology implementation demands strategic vision, cross-functional alignment, and proven expertise that technology alone cannot provide.
As the first SAP Concur Implementation Partner, Acquis Consulting Group intimately understands the nuances of a successful SAP Concur implementation and combines tested methodologies, change management expertise, and technical guidance to help organizations unlock the full potential of their SAP Concur instance.
In the first installment of our Accelerate series, Acquis Principals and SAP Concur consultants Stephanie Vallet-Sandre and Joe Ng and SAP Concur Principal Value Experience Consultant, Jason Grunin, reveal best practices for faster implementation, smoother transitions, and stronger returns.
1. Ensure Organizational Alignment
A successful SAP Concur implementation begins with strong organizational alignment. Organizations should first establish a dedicated steering committee, bringing together finance, IT, procurement, and other key perspectives before rushing into technical configurations. Teams should assign clear roles and responsibilities and plan regular check-ins to ensure continued alignment and address potential roadblocks.
“Before completing the implementation timeline, carefully consider its intersection with other enterprise initiatives to avoid conflicts with system freezes, financial closing periods, or major business events. Global organizations should pay special attention to regional requirements and time zones during the planning phase.” – Joe Ng, Principal, Acquis Consulting Group
2. Carefully Plan the Program Design
Thoughtful program design balances process requirements, compliance needs, and end-user experience. By designing with the end user in mind, teams can address pain points and process inefficiencies more effectively. This user-centric approach accelerates both implementation and adoption of the SAP Concur platform while driving efficiency through standardized and simplified workflows.
Throughout the implementation process, teams should keep flexibility in the system design and prepare to adjust processes as necessary. Although modifications can happen later, upfront planning helps create a system that aligns usability with corporate requirements and addresses the organization’s unique needs while minimizing rework.
3. Utilize AI-Driven Features for Implementation Efficiency
Modernizing expense management with SAP Concur is about more than simply implementing software — it involves harnessing intelligent tools to streamline processes and boost productivity. SAP Concur’s AI-driven tools — Concur Request Assistant, Concur Verify, Detect by Oversight, and Concur Tax Assurance — provide targeted automation that accelerates and simplifies the implementation journey.
- Concur Request Assistant reduces manual entry by guiding employees through travel requests, meets company policies, and flags potential issues in real time. Request Assistant minimizes errors during data entry and expedites approval times, boosting user confidence from day one.
- Concur Verify automates expense report audits, instantly checking compliance and pinpointing anomalies. Verify identifies potential discrepancies early, helping organizations maintain regulatory alignment effortlessly and reinforce policy adherence through automated feedback.
- Detect by Oversight adds a powerful layer of real-time, in-depth analytics, flagging potential fraud and policy violations. This tool is particularly valuable in complex implementations where policy consistency and risk management require scalable solutions.
- Concur Tax Assurance simplifies VAT recovery by verifying VAT eligibility across transactions and reclaiming eligible amounts based on local tax regulations. Tax Assurance eases VAT compliance complexity, especially in global implementations, enabling organizations to reclaim with confidence and maintain compliance.
By integrating these AI-driven features, organizations empower employees, streamline operational processes, and significantly reduce the manual burden of implementation — achieving lasting benefits that extend beyond deployment.
“A digital transformation project fails when organizations don’t truly approach it as a transformation and try recreating their legacy policies in a system that’s designed for automation and efficiency. This leads to a clash, and you find yourself facing the same problems you started with. Instead, leaders must reengineer their business practices to take advantage of the modern system’s capabilities.” – Jason Grunin, Principal Value Experience Consultant, SAP Concur
4. Future-proof Your Platform
While immediate implementation needs often take center stage, the long-term success of an SAP Concur deployment depends heavily on its ability to evolve with the organization. Organizations must look beyond current requirements to implement configurations that support future growth and adapt to changing business needs. Incorporating SAP Concur’s advanced AI-driven tools, such as Concur Verify and Detect by Oversight, into the initial configuration helps automate compliance and audit processes as your business grows. This proactive approach avoids the need for later adjustments or costly reconfigurations.
Establishing robust master data structures may require added effort upfront, but these foundations will support future reporting requirements and integrations. Additionally, developing a governance framework ensures future changes follow established protocols. Through regular system reviews and optimization initiatives, your organization can keep the platform effective and adaptable as needs evolve.
5. Prepare for Change
Despite the technical excellence of any implementation, true success hinges on the human element of change management. Rather than treating user adoption as an afterthought, organizations must weave change management into the fabric of the implementation from day one. Through a multi-faceted communication strategy, teams can address the unique needs and concerns of different user groups, from frequent travelers to approval managers. Real-world scenarios that resonate with daily tasks can make training more effective than traditional materials alone.
“To extend the reach and effectiveness of training efforts, I recommend establishing networks of power users, creating accessible quick reference guides and troubleshooting resources to ensure ongoing user confidence, and implementing a dynamic feedback loop to enable the organization to capture valuable user insights and address concerns before they become obstacles to adoption.” – Stephanie Vallet-Sandre, Principal, Acquis Consulting Group
6. Minimize Issues Through Rigorous Testing
Comprehensive technical, quality assurance (QA), and user acceptance testing (UAT) safeguards against potential disruptions during the implementation journey. Integrate multiple testing phases rather than viewing testing as a final checkpoint. By developing test scripts that mirror real-world business scenarios, teams can uncover and address issues before they affect users. Automated testing adds efficiency, but the involvement of actual end users in testing phases offers insights into system usability and potential pain points that automation alone might miss.
To maintain clarity and accountability, organizations should implement structured issue-tracking mechanisms – in Excel, Smartsheet, Jira, or another platform – that facilitate clear communication between technical teams and business users. Establishing concrete criteria for testing success helps teams make informed decisions about system readiness. This methodical approach to testing and issue resolution greatly reduces post-implementation challenges.
7. Leverage Third-Party Expertise
Even the most capable internal teams benefit from the specialized knowledge and experience that implementation partners bring to the table. Look beyond technical certifications when selecting partners to find teams with proven success in implementing SAP Concur. Specialists who understand both technical requirements and business processes can accelerate implementation timelines and reduce risk by engaging them to limit external involvement. For organizations managing complex integrations or customizations, certified partners provide invaluable expertise that helps avoid common pitfalls. Careful partner selection and clear expectation-setting allow organizations to leverage external expertise while maintaining control over their implementation journey.
Acquis + SAP Concur: Accelerate Implementation
Transforming expense management with SAP Concur represents more than a technical upgrade; it’s a strategic initiative that can revolutionize how organizations manage and control spending. By embracing these best practices, organizations can accelerate their implementation timeline while achieving sustainable results that drive long-term value.
Across hundreds of SAP Concur implementations, Acquis has observed that the most successful deployments share key elements: thorough planning, strong stakeholder alignment, and comprehensive change management. While the investment in these areas may seem substantial initially, the returns become evident through increased user adoption, reduced support requirements, and enhanced visibility into spending patterns. As organizations continue navigating an increasingly complex business landscape, those who approach SAP Concur implementation with strategic foresight and experienced guidance position themselves for lasting success in their digital transformation journey.