Empire Aviation

About

Empire Aviation Group, founded in 2007 in Dubai, UAE, is a leading private aviation services company offering a comprehensive range of aviation solutions. Specialising in aircraft management, charter services, aircraft sales, CAMO, and other related offerings, the company operates a large fleet of business and private jets stationed in key global locations, including the Middle East, the US, Europe, Africa, India, and Indonesia. Serving both individuals and corporations, Empire Aviation Group provides luxury aircraft for charter and delivers personalised services tailored to client needs. With a strong emphasis on asset management in private aviation, the company has built a highly experienced team of aviation professionals.

The problem

Inefficiencies and delays in expense reconciliation and reporting 

Before using AlaanPay, Empire Aviation relied on credit cards and cash to make business payments. The system was highly manual and posed many challenges such as: 

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Manual Liquidation and Approval Process: The paper-based process was time-consuming and often created delays. Employees were required to create and submit expense report forms along with individual receipts. However, due to their often demanding travel schedules and flight commitments, they frequently missed submission deadlines or, in some cases, failed to provide receipts at all. These issues created unnecessary bottlenecks in the workflow.

Manual Accounting Entries and Reconciliation: Once an expense report was approved, the finance team manually entered accounting data into the system to process credit card charges. This manual reconciliation of credit card statements required maintaining separate records for unreported transactions, adding another layer of complexity and inefficiency.

Miscommunication: Clarifications and follow-ups regarding unreported expenses were handled through emails, which often resulted in missed responses and further delays in the expense liquidation process.

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The solution

Simplified expense management process end-to-end 

With Alaan corporate cards, the team at Empire Aviation upgraded to an end-to-end payment and expense management solution. Here is how it helped them: 

Automated Expense Reporting and Approval: When paying via Alaan cards, employees only need to upload the receipt, and the system takes care of the rest, such as adding the time and date of the expense, vendor name, and expense category. It also cross-checks the expense details with that of the receipt and flags errors, if any. Such automation helps both the spender and the finance team. 

Automated Accounting with API Integration: Through API integration, Alaan Intelligence seamlessly imported expense details to their accounting books, removing the need for manual data entry and improving visibility over unreported transactions.

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‍Quick Communication via Comments and Action Section: Earlier, the finance team had to follow up with spenders by email, but with Alaan, they could do it easily via the mobile app. Communication improved considerably, with the finance team able to comment directly on transactions, which streamlined feedback and approvals. 

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Conclusion

Empire Aviation's adoption of Alaan has helped simplify its expense management. By eliminating manual tasks and improving communication, the company has significantly reduced delays and errors in expense reporting. With automated systems and seamless integration, the team can now concentrate more on delivering unparalleled aviation services, further enhancing its position as a leader in private aviation solutions.

Have similar problems while managing your company’s expenses? Explore Alaan. We have got a solution for you! Book a free demo here.